How to Copy Master File Information to a New Company in Sage 100

When you acquire or start a new company, integrating it into your existing Sage 100 system is essential to streamline operations and maintain consistency. This guide walks you through creating a new company code in Sage 100 and transferring master file information, including General Ledger accounts, vendors, customers, and item codes, from an existing company. This process saves time and reduces errors compared to manual data entry.

Key Notes Before You Start:

  • The new (destination) company must already exist in Sage 100.

  • Required modules must be activated before proceeding.

  • Ensure matching settings between the source and destination companies for seamless data transfer.

 

Follow these steps to copy Master File Information and efficiently integrate a new company into Sage 100:

Step 1: Create and Activate the New Company Code

1. Open Library Master > Main > Company Maintenance.

2. Create a new 3-character company code.

3. Click the Activate button.

4. Click Yes when prompted to save the company record.

5. Select the modules to activate. 

   Note: You must select Common Information and General Ledger at a minimum.

6. Click Proceed and then Accept.

7. Navigate to File > Change Company.

8. Select the new company code created in Step 2.

9. Click OK.

 

 Step 2: Copy General Ledger Setup Information

1. Open General Ledger > Setup > General Ledger Options in the destination company. 

   Note: This assumes the General Ledger module has not yet been set up.

2. When prompted, select Yes to set up the General Ledger module.

3. The General Ledger Setup Wizard will open.

4. Click Next, then choose one of the following options:

   - Create the Account Structure: Set up manually (no data copied).

   - Create the Account Structure and Copy Main Accounts from a Sample Company: Use a generic template.

   - Create the Account Structure and Copy from Another Company: Copy setup and accounts from an existing company.

5. Follow the wizard, entering details and making selections as needed.

6. Click Finish to complete the setup. 

   Note: You can access General Ledger Options to adjust default settings if selected before finishing.

7. Return to General Ledger > Setup to make additional changes.

 

 Step 3: Configure Common Information and Other Modules

1. Go to Common Information > Setup > Common Information Options.

2. Follow the setup wizard. 

   Note: Ensure the "Allow Entry of Expanded Item Codes" setting matches between the source and destination companies.

3. Run setup wizards for other modules (Accounts Receivable, Accounts Payable, or Inventory Management) as needed:

   - For Accounts Receivable, ensure "Accounts Receivable Divisions" and "Allow Entry of Expanded Customer Numbers" match.

   - For Accounts Payable, ensure "Accounts Payable Divisions" match.

 

 Step 4: Copy Master File Data

1. Access the destination company in Sage 100.

2. Navigate to File > Run from the desktop menu.

3. Enter SVTRNA in the Program field and click OK.

4. In the Copy Master Files From Another Company window:

   - Select the source company and module to copy data from.

   - Follow the prompts to complete the copy process. 

   Note: Identical data in the destination company will be appended or replaced.

Copy Module Options

Accounts Receivable

  • Division Masterfile 

  • Terms Code Masterfile

  • Sales Tax Account Masterfile 

  • Salesperson Masterfile 

  • Customer Masterfile 

  • Item Code Masterfile 

  • Payment Type Code Masterfile 

  • Customer Contact File 

  • Customer Memo File 

  • BillTo/SoldTo File (if National Accounts is enabled) 

 

Accounts Payable

  • Division Masterfile 

  • Terms Code Masterfile

  • Vendor Masterfile 

  • Vendor Contact File Vendor Memo File 

 

Inventory Management

  • Warehouse Code File 

  • Unit of Measure Conversion File 

  • Price Code 

  • Product Line File 

  • Inventory Masterfile 

  • Extended Description 

  • Alternate Item File 

  • Warehouse Detail 

  • Alias Item Number File 

  • Item Vendor File 

  • Item Memo File 

  • Warranty Code File 

 

By following these steps, you can seamlessly integrate your new company into Sage 100, ensuring consistency and minimizing disruption.

If you have other questions  about copying Master File information in Sage 100, Ardent Consulting is at your service. Our team of experts is ready and eager to help you navigate your system challenges and optimize your business' potential. We prioritize your business’ health and are committed to supporting your journey every step of the way.

Doug Clark