The following steps assume that you are moving jobs from a current company data folder to an archive folder. However, you can also use these steps with slight modifications to move archived company data to a current folder.

Note: Job Cost and Project Management jobs should be moved at the same time. Please review the Pre-Move Checklist in the article 17997, "How do I archive jobs, commitments, and transaction in Job Cost" which is linked below before moving any jobs to an archive folder in either Project Management or Job Cost. If there are items that are not processed in Accounts Payable or Accounts Receivable or a balance on the contract, change orders and/or adjustments will require that the jobs exist in the live folder. These entries must be cleared before the jobs are archived.

1. Finish the processing for the jobs that you want to move. Once you move the jobs, you cannot do additional processing for them.
   Note: You cannot process jobs that are in an archive folder.
2. Create a complete backup of all Sage Timberline Office data files before you move any jobs. A complete backup includes the source and destination data folders.
3. Make sure that all custom fields are available for general use.
   1. Select File, Company Settings, Custom Fields.
   2. In the Record Selection window, select Job and then click Edit.
   3. If the message Do you want to make these custom fields available for general use? displays, click Yes.
   4. When the Custom Fields window opens, click Close.
   5. Repeat steps 3a through 3d for the following custom field records:
      • Meeting Minutes
      • RFI
      • Submittal
      • Transmittal
4. Make sure that all custom logs are available for general use.
   1. Select Setup, Custom Logs.
   2. If the message Update System Information displays, click Yes.
   3. When the Custom Log Setup window opens, click Close.
5. To prevent data conflicts, make sure that you have only one session of Project Management open and that no one else is using it.
6. Select Tools, Move Jobs. The Move Jobs wizard opens.
7. Follow the instructions in the wizard to move jobs. On each page, click Next to continue to the next step. The pages include the following:
   1. Welcome: Introduction to Move Jobs.
   2. Important Reminders: Verify that you have completed steps 1, 2, and 5. Select Yes for each question to confirm that you have completed these steps.
   3. Select Destination: Type or browse to the destination folder for the Project Management jobs that you want to move. The destination can be an existing company data folder or a new folder. However, you cannot select a current company data folder if archiving jobs or an archive folder if moving jobs to a current folder.
   4. Destination Folder Information: Displays information about the destination folder that you selected on the previous page. If it is a new folder, type a description for the destination folder in the Destination Folder Description field. For example, "Prior Year Archive." During the Preparing to Move Jobs phase of the move, the destination folder will be updated with information from the current folder. This description will help you distinguish the new folder from the current folder. This is NOT required.
   5. Select Jobs: Select the jobs that you want to include in the move by clicking All, by clicking Closed, or by selecting individual jobs using the check box in the first column.
   6. Log: Select a location for the Move Jobs journal. You can specify to send it to a PDF or text file, or you can select the option to print the log.
   7. Review: Review the summary of the jobs that you are about to move. If you have selected more than 500 jobs, which is the maximum that we recommend, a message will appear. To change your selection, click Back. If you want to send the job information to an Excel spreadsheet, select the jobs that you want to export and then click Export to Excel. Note that the path for the log file appears beneath the grid. Click Start to continue.
   8. Important Post-Move Instructions: Displays the instructions that you need to follow after the move. (See step 8.) Click Yes to start the move.
   9. Preparing to Move Jobs: Prepares the destination folder that you selected by updating information from the current folder. When processing is complete, the wizard will proceed to the next step and will begin to move the selected jobs.
   10. Moving Data: Provides the status of the move progress and the approximate time remaining. If you want to stop the move, click Cancel Move. If you cancel the move, any jobs that were not moved will remain in the original folder.
   11. Finished: If you cancel the move, the Cancel page displays instead. To view the jobs that were moved, click View Log to open it in your default viewer, such as Adobe Acrobat for PDF format or Microsoft WordPad or Notepad for text format. Click Finish to close the wizard.
8. After the move finishes, move the corresponding Job Cost jobs and compact the files as follows:
   1. Move the corresponding Job Cost jobs (Job Cost: Tools, Move, Jobs).
   2. To optimize performance, compact the Project Management and Job Cost files (Tools, File Doctor, Compact good files).

Notes:

• After moving jobs to an archive data folder, it is still possible to run reports and inquiries on the jobs. To open the company data folder where the records are located, select File, Open Company. Run reports and inquiries as you normally would.
• If you find that you moved a job to an archive folder that still needs processing, follow the previous steps in a similar manner to move the selected archived jobs back to the current folder. Remember to move the JC job as well, if it was linked.