How do I archive customer or supplier transactions?
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Summary
This article will guide you through how to archive Customer or Supplier Transactions.
More Information
If you find opening a Customer or Supplier History takes a long time and you don't need everyday access to that far back within the history it is possible to archive transactions so they do not appear on a Customer or Supplier History. Only those transactions which are complete (zero balance) will be archived. Archived transactions are still available within Document History (provided the "Transaction Archive Parameter" is set to 'Y').
 | This process is not mandatory, however, if you do perform this cleardown, it is good practice to leave the last quarter history uncleared. |
Sales Ledger
Go to " Sales Ledger Cleardown".
- On "Documents before:" enter the 'date' you want to archive transaction up-to.
- Press <F2> to cleardown all the complete documents.
Purchase Ledger
Go to " Purchase Ledger Cleardown".
- Enter the 'archive before date' at the "Documents before:"
- Press <F2> to cleardown all the complete documents.
 | This routine may take quite a long time to complete, so ensure that you have plenty of time in which to do this. This removes from the system all transactions with zero balances that have had all the necessary analysis done on them and either puts them into the transaction archives or eliminates them into free space. In most cases, they will be archived and can be retrieved using the " Transaction Archives" option in " Reports & Settings". It is nevertheless useful to have a full system backup. |
| Only transactions before your current financial period will be included. If you put in an archive date later than your current financial period you will get a warning and transactions within your current financial period or later will not be archived. |
| If you are on the final month of your year end you will need to close the year off and move into the new year (i.e. be on in the first month of the new year) before you will be able to do the cleardown for the last month. (For help on how to do this click here.) |
See also
