Account maintenance
Use Account Maintenance to archive your sales and purchase ledger transactions. You can run the Account Maintenance option at any time. The transactions are archived differently for each type of customer and supplier account.
How transactions are archived
Transactions that are fully allocated, and that have exceeded the number of months specified to keep transactions for, are archived or removed when the relevant Account Maintenance option is run.
- If you have selected to archive your transactions in the Ledger settings, the transactions are moved to an archive file. Once archived they can be viewed on the relevant archived Transaction Enquiry screens and historical reports.
- If you have not chosen to archive your transactions, they are permanently removed from the Sage 200 database.
For example: You have chosen to keep your transactions for 3 months for all of your Accounts. You enter the Archive up to date as 30 November. All allocated transactions dated prior to 01 September are archived or deleted.
All outstanding transactions are kept, regardless of their age. Outstanding transactions are:
- Part allocated payments.
- Disputed transactions.
- Unpaid invoices.
- Part paid invoices.
With Balance Forward accounts, individual transactions are removed and replaced with a brought forward balance for each accounting period. The brought forward balance is created, when the relevant Account Maintenance option is run.
Each period's total balance is carried forward as a single balance figure and so the number of balances carried forward depends on the number of accounting periods that you have.
When transactions such as payments are posted for a previous period, they are allocated by period number, so the appropriate balance is amended. Queried transactions are kept on the account.
The advantage of this type of accounting is its economical use of disk space.
Note: Balance forward accounts cannot be used for foreign currency accounts.
We recommend that you don't use Balance Forward for accounts where you offer a settlement discount. This is because the discount details are lost when individual transactions are replaced with the brought forward balance.
With Automatic Allocation accounts any credit notes, payments or receipts are allocated to invoices when the relevant Account Maintenance option is run. The oldest outstanding invoices are allocated first. Queried invoices are not allocated.
Any debits or credits that are not allocated are carried over into the new period. If the transaction values do match exactly, the transactions are part-allocated.
Transactions that are fully allocated, and that have exceeded the number of months specified to keep transactions for can be archived or removed.
- If you have selected to archive your transactions in the Ledger settings, the transactions are moved to an archive file. Once archived they can be viewed on the archived transaction enquiry screens and historical reports.
- If you have not chosen to archive your transactions, they are permanently removed from the Sage 200 database.
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Allocated transactions on open item accounts are archived or deleted.
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For automatic allocation accounts, all outstanding credits are allocated to outstanding debits. Any debits or credits that are not allocated are carried over into the next period. Where the values do not match, the transactions are part-allocated.
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All balance forward transactions older than the date specified, are deleted and a brought forward balance is calculated.
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All individual balance forward transactions posted with a date later than the date specified, are carried over.
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Document attachments are not included when you archive data, and will be removed.
Run account maintenance
Note: The first time this option is run, no details are displayed. Once an option has been run, the date that the option was last run is displayed.
Open: Sales Ledger > Period End Routines > Account Maintenance
Open: Purchase Ledger > Period End Routines > Account Maintenance
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Select from the following options:
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Archive transactions for Open Item accounts / Auto Allocation accounts: Select this to archive or delete fully allocated transactions for your open item or auto allocation accounts.
Enter the date the transactions should be archived up until.
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Run period maintenance for Balance Forward accounts: Select this to create a brought forward balance for all brought forward accounts up to the specified Run as at date.
Enter the Run as at date.
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Run period maintenance for automatic allocation accounts: Select this to automatically allocate all outstanding credits to outstanding debits on auto allocation accounts, up to the specified Run as at date.
Enter the Run as at date.
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Click OK.