Last updated: March 7th, 2024

Accessing Sage 50 Data Remotely

Sage 50 provides a convenient way to access your accounting data remotely through the cloud. This feature, known as Remote Data Access (previously called Sage Drive), allows you and your authorized users to work from anywhere with an internet connection. It's particularly useful for companies that collaborate with third parties, such as accountants, who need occasional access to the Sage 50 Accounts software for tasks like yearly reporting and payroll management.

In this article, we'll guide you through the process of setting up Remote Data Access in Sage 50 Cloud Accounts (version 27 and above) and discuss the benefits and requirements for using this feature.

Benefits of Sage Remote Data Access

Remote Data Access offers several advantages for businesses using Sage 50:

• Enhanced collaboration: It allows multiple users to work on the same data simultaneously, improving teamwork and productivity.
• Easier access management: You can control who has access to your data more easily, ensuring that only authorized users can view or modify sensitive information.
• Remote work flexibility: Employees and external partners can access the data they need from any location, as long as they have an internet connection.

Requirements for Setting Up Remote Data Access

Before you begin the setup process, ensure that you meet the following requirements:

• Internet connection: All sites should have a minimum upload speed of 2 Mbps and a download speed of 4 Mbps. Wired connections are recommended over wireless. You can check your network speed by running the Network Speed Test from the Start menu in Windows 10 or using online tools like speedtest.net.
• Consistent version numbers: All computers accessing the data must have the same Sage 50 Accounts version number and the latest updates installed. Sage 50cloud Accounts v27 or above is required.

Step-by-Step Guide to Setting Up Remote Data Access

1. Back Up Your Data

Always create a backup of your Sage 50 data before making significant changes to the software. This protects your information from corruption, security breaches, and other issues that could impact your business.

2. Enable Remote Access

1. Open Sage 50cloud Accounts and log in as the Manager.
2. Click on Settings, then User Management, and select Users.
3. Click on Manager and then Edit.
4. If your Sage account isn't connected to this company, click on Get started with Sage Account to set it up. If you've already connected your account, this option won't appear.
5. Check the box labeled Allow Remote Data Access and click Continue.
6. Enter and confirm a passphrase that remote users will need to connect to your data. Click Save.
7. If prompted, enter your Sage account email and password, then click Log in.

Your data will now be uploaded to Remote Data Access. Click Close when the process is complete.

Troubleshooting Remote Data Access Issues

If you encounter problems with Remote Data Access, try the following solutions:

1. Check Your Internet Connection

Ensure that all sites have a stable internet connection meeting the minimum speed requirements.

2. Verify Software Versions

Make sure all computers are running the same version of Sage 50 Accounts with the latest updates installed.

3. Review Firewall Settings

Incorrect firewall configurations can block Remote Data Access. Check your firewall settings and ensure that Sage 50 is allowed to communicate through the network.

4. Synchronize Date and Time

Inconsistent date and time settings across computers can cause Remote Data Access issues. Ensure that all systems have synchronized date and time settings.

If you continue to face difficulties after trying these solutions, contact Sage support or consult with a Sage-certified expert for further assistance.

Frequently Asked Questions (FAQs)

Q1: What are the passphrase requirements for Remote Data Access?

A1: The passphrase should be at least 15 characters long and include at least one lowercase and one uppercase letter. There is no maximum character limit.

Q2: What if a user forgets their passphrase?

A2: If a user forgets their passphrase, they should inform the Manager or data owner. The Manager can view the passphrase in Sage 50 Cloud Accounts by clicking on Remote Data Access Settings and then Show Password/Passphrase.

Q3: What are the system requirements for using Remote Data Access?

A3: To use Remote Data Access, you need Sage 50cloud Accounts v27 or above, a stable internet connection with a minimum upload speed of 2 Mbps and download speed of 4 Mbps, and consistent software versions across all computers accessing the data.

Q4: How can I check my Sage 50 version number?

A4: To check your Sage 50 version number:

1. Open your Sage 50 system and select Open Demonstration data.
2. Click OK and log in as the Manager.
3. Click Help, then About, and check the software version number.

Q5: Why might I need Remote Data Access on the remote side?

A5: You may need Remote Data Access on the remote side for:

• Running large processes
• Setting up direct bank feeds
• Adding attachments
• Using Go Cardless
• Modifying company preferences
• Setting up Microsoft 365 integration

By following the steps outlined in this guide and ensuring that you meet the necessary requirements, you can successfully set up and use Remote Data Access in Sage 50 Cloud Accounts. This feature provides a secure and convenient way to collaborate with your team and external partners, access your data remotely, and streamline your accounting processes.