You can use the Move Invoices tool to move invoices from the current to history file. Only fully paid or voided invoices can be moved. Invoices that are moved to history can be moved back to current if needed.

Before you move invoices, review the following considerations:

• Create a backup of your company database.
• The invoices must have a status of Paid or Voided. Negative invoices must also be paid.
• Retainage must be billed. Keep the original invoice where the retainage was held, and the retainage billed invoice together in the same file (current or history).
• The invoice date must fall between the start and end dates entered in the Move Invoices window.
• When invoices are moved, their related payment, adjustment, cash receipt, and deposit entries are moved.
• When moving from current to history, entries are moved from Activity.ara to History.ara and from Current.art to History.art.
• You can also move invoices from history files back to current files.
• You can view entries moved to the history files by selecting the history files when using inquiries or reports.

To review invoices that are fully paid and eligible to be moved to history:

1. Go to Accounts Receivable, Reports, Aging and select one of the aging detail reports:
   • Detail by Customer: to see all invoices for a customer
   • Detail by Job: to see results sorted by job
   • Detail by Contract: to see results sorted by contract
2. In the Data File Selection window, select only the current transaction file to use for the report, and then click OK.
3. In the Print Selection window:
   1. For Aging as of Date, either enter a specific cut-off date or enter a future date (to see all activity).
   2. Select the Include Retainage Column check box.
   3. Clear the Unpaid Only check box.
   4. Click Ranges and select the customers that you want included in the report.
   5. Click Start to generate the report.
4. Review the report.
   • Confirm that the cash receipt amounts equal the invoice amounts. Only invoices that are paid in full can move to history.
   • If the invoices have retainage, the retainage held must be equal to the retainage released before those invoices can move to history.

To move invoices:

Important! Do not move large chunks of invoices at one time as this can take hours to finish. Instead, use ranges to move 10-20 jobs at a time or 10-20 customers at a time. It is best to only move invoices for jobs that are paid in full (so reports on a job will include all the job information). After the move finishes, backup both the activity and current files as well as both history files before doing the next move.

Tip: When you make the first move of the year, start by moving one voided invoice to history with the Move unassociated entries check box selected and a large date range. The initial move of unassociated items will take the longest time. Click Ranges and slide the bottom scroll bar to the right to see the last column, and then select a voided invoice for moving. Run an aging report before moving to history and after and compare the totals, which should not change.

1. Make a backup of your Accounts Receivable files. See article DocLink: How do I use File Tools to back up data files?, for more information.
2. Run an aging report with a future date (such as 12/31/9999) for Aging as of Date. You can compare this report to the report generated after the move (in step 10).
3. Go to Accounts Receivable, Tools, Move Invoices, Current to History.
4. If prompted, confirm that you have posted all transactions.
5. In the Current to History - Print Selection window, enter the Start date: and End date: for the invoices to be moved.
   Tip: Make the date range large (such as 1/1/1901 - 12/31/9999) to include all paid invoices that fall within those dates. Paid invoices up to the end date will be moved.
6. Select the Move unassociated entries check box to move miscellaneous cash receipts and other transactions that are not associated with invoices.
7. Click Ranges to select a group or range of invoices to move. Only invoices with a status of Paid or Voided display in the range of invoices.
   Note: Do not use conditions, since it may be hard to decipher the resulting journal to see which invoices did not move to history.
8. Click Start to begin the process.
9. Review the journal to verify the move was successful.
10. Run an aging report and compare the totals to the aging report you ran before moving to history (in step 2).
    Note: If the totals changed, these is an issue that will require restoring to the backup made prior to moving (or moving all items back from history and starting over).
11. Repeat steps 1 - 9 to move another set of full-paid invoices.
12. Compact your files. See DocLink: How do I compact my data files? for more information.