How do I archive my Property Management leases?

Please note the following considerations:

Archived leases are available for very limited reporting and inquiry; they are not available for any processing. It is recommended you make a backup copy of your data to use for full reporting and inquiry abilities. See DocLink: How do I copy my files to another data folder for testing or historical reporting in versions 16.1 and later?
You can include a lease with a status of "historical" or "canceled". If a lease has been amended, all of its revisions must have a status of "historical" or "canceled" in order for it to be archived. See DocLink: How do I change my lease status for archiving?. Sage Professional Services Group can assist in changing the status of the leases. For more information, see DocLink: How do I archive my Property Management data? (removing data)
No transactions for the leases you plan to archive can exist in your Property Management new or current transactions file.
Archiving more than 2000 leases at once may take considerable time. You will have the opportunity to specify which leases to archive during the archive session.
When planning time to archive leases, remember to include time to compact your files when you finish.
While using named files you will need to select a PM New Transaction file, if one does not exist it will be created during this process.

Prepare your data for archiving:
1. Post all entries (Task, Post Entries).
2. Use Clear Paid Items to move all related charges, payments, applied credits, refunds, etc., to the Property Management history transaction file. You cannot archive a lease that has transactions in the current file. For more information, see article ID 17311 DocLink: How do I run Clear Paid Items in Property Management?
3. All users must stop processing in Property Management. If you use Charge backs in Accounts Payable, stop processing in Accounts Payable as well.
4. Use File Tools to make a backup of your data. For more information, see DocLink: How do I use File Tools to back up data files?
Archive leases:
1. From the Tools menu, select Archive Leases. This opens the Archive Leases wizard.
2. If this is the first time archiving leases you are prompted to create the new archive files. Click OK to the messages "The PM Archive [name] file was not found. The file will be created."
3. If you use custom fields, a message displays advising you to upgrade the PM Archive file. Use article DocLink: Error: "Before archiving leases, all custom fields need to be available for general use" for information about upgrading the following records:
  - Lease
  - Lease Option
  - Lease Insurance
  - Lease Late Charge
  - Lease Recurring Charge
4. The wizard moves you through the following pages:
  1. Welcome page: Click Next here.
  2. Important Reminder page: Click the appropriate responses to the questions and then click Next.
  3. Lease Cutoff Date/Properties page: This is the first of two criteria pages. In this page, you can enter cutoff dates and select properties to narrow down the number of leases you want to move. (Click Help for further information about this window.)
  4. Select Leases: In this window, you can select the exact leases you want to move based on the dates and properties criteria you established on the previous window. You can click Back to go back and change criteria if necessary. (Click Help for further information about this window.)
  5. Log: This page allows you to select a location for the log (Archive Leases journal). You can enter or browse for a path for the log or you can select to print the log. The log file defaults to a new file name, which you can overwrite with the name you want to use. The file type must be PDF or text (.txt extension) format.
  6. Review: This page allows you to view the leases that will be moved. If you need to make any changes, you can click Back to move back through the wizard. If you have more leases selected to move than fit into the grid, you can scroll as necessary to view all of the information. Click Export to Excel to send the lease information to an Excel spreadsheet. You can export line by line or export the entire grid. The path for the log file appears below the grid. When you have reviewed the lease information and you are ready to begin the process, select Yes and then click Start.
    - Note: This page displays the number of leases that meet the criteria for leases you want to include in the archive. If the number of leases is more than 2000, it will take a long time for the process to complete. You can click Back to change the criteria if you want to reduce the number of leases in this archive session.
  7. Moving: This page provides a status of the archive progress and the approximate time remaining. You can click Cancel Move to stop the process. If you cancel the move, a Canceled window appears and any leases that were not moved up to the point of canceling will remain in the current database. You can view the log to view the leases were moved.
  8. Finished: This page appears when the archive is complete. If you canceled the archive process in the previous window, the title of this window will display as Canceled.
5. Once the Archive Wizard is complete you can view the log file for a record of the archived leases.
6. Click Finish to close the wizard
Compact your files after archiving leases:
1. Use File Doctor to compact Property Management files. As the result of archiving leases, empty space exists in Property Management files. This could cause slow performance. We recommend that you run File Doctor so that the spaces are removed from the files, allowing for better performance in Property Management. For more information, see article DocLink: How do I compact my data files?
  - WARNING: Do not run File Doctor from your workstation. This process needs to be run directly on the server. If you run File Doctor from your workstation it may not complete the process properly.
2. Select the following files to compact:
  - PM Accumulator file
  - PM Lease file
  - PM Tenant file
  - PM Property file
  - PM Retail file (if applicable)
  - PM System file
  - PM Current transaction file
  - PM Recovery file (if applicable)
Inquiries and reports:
1. After archiving you can view limited information of the archived leases using inquires and reports. When prompted to select a lease file, choose Archive. Do not select Archive for any other prompts, such as for the Property or Tenant file; only select Archive for the Lease file, as this is the only file populated when you archive leases.
2. If you do not want the file selection option to appear when you print report designs, save the data file selection in the report design as follows:
  1. Open the report in Report Designer.
  2. Select Design, Data File Selection.
  3. Select the correct file types for the report, and then click OK.
  4. Save the report design.