Keeping Your Sage Data Secure and Up to Date - dummies

Keeping Your Sage Data Secure and Up to Date

By Jane E. Kelly

Part of Sage 50 Accounts For Dummies Cheat Sheet

Keeping the data you have stored on Sage 50 Accounts secure and well maintained is very important. Just use this list of simple tips to help you easily achieve this:

  • Schedule regular backups – at least once a day. To do this, from the main toolbar, click File →Schedule Backup. The Sage Accounts Backup Manager window opens. Click on Settings to check the current status of your backups. Here you can amend the regularity of the backup, you can enter a specific date and time to suit you. You can also check that the location of the backup file is correct. If not, use your Browse button to find a suitable location. Finally, check that you are running the correct backup type; it will default to accounts data only, but you can include additional reports and layouts by ticking the appropriate boxes.

  • Regularly check your data, using File Maintenance. Access this tool from the main toolbar, by clicking File →Maintenance. Click Check Data, and Sage checks for any data problems.

  • Use passwords for security. If you’re signed on as the manager, you can use the Access Rights feature to set individual passwords and individual rights for each Sage user. For example, you may want to give someone access to the sales ledger or the purchase ledger but not the bank accounts.

    • If you have a single-user license, the Access Rights facility is available only when you select the Access Rights check box on the Parameters tab of Company Preferences (from the main toolbar, click Settings →Company Preferences). After you tick this box, every time you start Sage, the Logon window appears. Type manager to log on; no password is needed, so just click OK.

    • To create a password, starting at the main toolbar, click Settings →Access Rights →New. You can enter a new user name and create a password. Click Save and then Close.

    • To change the access, highlight the individual user in the Access Rights window and click Details. The Access Details window opens, where you can set which modules that user has access to by clicking the Modules button and then editing each module by clicking the Full Access or No Access buttons.