How do I archive customer or supplier transactions?
From Catalyst
Revision as of 11:55, 18 July 2014 by Charles Allison (talk | contribs)
Summary
This article will guide you through how to archive Customer or Supplier Transactions.
More Information
If you have a lot of completed transactions on your Customer or Supplier History, you can archive these transactions so that just the relevant current items are shown. Only those transactions which are completed and fully processed through month ends and the bank reconciliation (if relevant) 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' up to which you want to archive transactions.
- Press <F2> to cleardown all the complete documents.
- At "Do you want to cleardown the data files?", click [Yes] to clear down the transactions.
Purchase Ledger
Go to " Purchase Ledger Cleardown".
- The process is identical to the Sales Ledger above.
 | This routine may take some 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 in the final month of your financial year, you will need to close the year off and move into the new year (i.e. be on in the first month of the n1ew 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
