Considerations before moving General Ledger transactions

Which process to use

The steps outlined below don't indicate the order in which you move transactions. We've outlined steps for each option related to moving transactions. Choose an option based on your business needs.

If you still need to report on the data, consider moving the transactions with Current to History so they remain in your live data folder. Or if you don't need immediate access to the data, use Current to Current/History to History to move them to an archive folder. Depending on your reporting settings, moving the transactions can increase how fast your reports generate.

Other considerations

• Moving Current to History:
  • This is the only option you can use if you don't have a separate archive folder
  • To include history on your ledgers, select the correct files in File, Company Settings, GL Settings, Ledger Settings
  • After you move transactions to a history file, you can't move them back to a current file
  • You can't use Change Entries to edit transactions in a history file
• Moving Current to Current:
  • Use File Tools to copy your master.glm file to the same folder if you need to run reports

Options for moving transactions

Move transactions from current to current

If you don't use the Current to Current option correctly, it can result in double exclamation points (!!) appearing on the Current Ledger and/or Year-to-date Ledger. Contact your Sage Consultant for help if you're unsure about which option to use for your situation.

1. Back up your data files.
2. From the Tools menu, select Move Transactions, Current to Current.
3. Select files:
   • You're using named files:
     1. Select the current file that you want to move entries from.
     2. Select the current file you want to move entries to.
   • You're not using named files:
     1. Select the destination folder of the current file you want to move entries to. Select a different folder than your current data folder.
4. Click Open. If a current file doesn’t exist in the destination folder, click Yes to create the file.
5. Enter the Cutoff date. Entries with an accounting date less than or equal to this date move to the other current file.
6. Click Ranges or Conditions to apply more selection criteria as appropriate.
7. Click Start to move entries and print the journal to a file or printer.
8. Compact the current file that you moved entries from using File Doctor. 

Move transactions from current to history

1. Back up your data files.
2. From the Tools menu, select Move Transactions, Current to History.
3. Optional if you're using named files:
   1. Select the current file that you want to move entries from.
   2. Select the history file you want to move entries to.
4. If a history file doesn’t exist in the destination folder, click Yes to create the file.
5. Enter the Cutoff date. Entries with an accounting date less than or equal to this date move to the other current file.
6. Click Ranges or Conditions to apply more selection criteria as appropriate.
7. Click Start to move entries and print the journal to a file or printer.
8. Compact the current file that you moved entries from using File Doctor. 

Move transactions from history to history

1. Back up your data files.
2. From the Tools menu, select Move Transactions, History to History.
3. Select files:
   • You're using named files:
     1. Select the history file that you want to move entries from.
     2. Select the history file you want to move entries to.
   • You're not using named files:
     1. Select the destination folder of the history file you want to move entries to. Select a different folder than your current data folder.
4. Click Open. If a history file doesn’t exist in the destination folder, click Yes to create the file.
5. Enter the Cutoff date. Entries with an accounting date less than or equal to this date move to the other current file.
6. Click Ranges or Conditions to apply more selection criteria as appropriate.
7. Click Start to move entries and print the journal to a file or printer.
8. Compact the history file that you moved entries from using File Doctor.

How do I archive my data?
How do I recover General Ledger transactions moved to history by mistake?