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How do I archive my General Ledger data?

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Summary

Steps to move transactions in General Ledger.

Description

Cause

Resolution

CAUTION: Use caution when working with the below product functionality. Always create a backup of your data before proceeding with advanced solutions. If necessary, seek the assistance of a qualified Sage business partner, network administrator, or Sage customer support analyst.
CAUTION: Sage Customer Support does not assist with issues related to third-party products or enhancements, hardware, report customizations, state or federal tax-related questions, or specific accounting questions. Please get in touch with your Sage business partner, network administrator, or accountant for assistance. Please refer to our Scope of Support document for details.

Considerations before you move transactions in General Ledger:

  • The below steps are not an indication of the order in which you move transactions, simply steps on how each function is performed.
  • If you are archiving for the first time and/or don't have a separate archive company folder then Move Current to History is the only option you would use.
  • After you move transactions to a history file, you cannot move them back to a current file.
  • You cannot use Change Entries to edit transactions in a history file.
  • If you move transactions Current to Current, you will also need to use File Tools to copy your master.glm file to the same destination folder if you want to run reports on the archived data. Refer to How do I move or copy files using File Tools? for steps to copy files.

Move transactions from current to current as follows:

Warning: If the Current to Current option is used incorrectly, it may result in double exclamation points (!!) appearing on the Current Ledger and/or Year-to-date Ledger. If you are unsure about which option to use for your situation, contact your Sage 300 Construction and Real Estate Consultant.

  1. Back up your data files. Refer to How do I use File Tools to back up data files?
  2. From the Tools menu, select Move Transactions, Current to Current.
    • If you use named files, first select the current file that you want to move entries from, then select the current file you want to move entries to.
    • If you do not use named files, select the destination folder of the current file you want to move entries to. If you do not use named files, you must select a different folder than your current data folder.
  3. Click Open. If a current file does not exist in the destination folder, click Yes to create the file.
  4. Enter the Cutoff date. Entries with an accounting date less than or equal to this date move to the other current file.
  5. Click Ranges or Conditions to apply additional selection criteria as appropriate.
  6. Click Start to move entries and print the journal to a file or printer.
  7. Compact the current file the entries were moved from using File Doctor. Refer to How do I compact my data files?

Move transactions from current to history as follows:

  1. Back up your data files. Refer to How do I use File Tools to back up data files?
  2. From the Tools menu, select Move Transactions, Current to History.
    • If you use named files, first select the current file that you want to move entries from, then select the history file you want to move entries to.
  3. Click Open. If a history file does not exist in the destination folder, click Yes to create the file.
  4. Enter the Cutoff date. Entries with an accounting date less than or equal to this date move to the other current file.
  5. Click Ranges or Conditions to apply additional selection criteria as appropriate.
  6. Click Start to move entries and print the journal to a file or printer.
  7. Compact the current file the entries were moved from using File Doctor. Refer to How do I compact my data files?

Move transactions from history to history as follows:

  1. Back up your data files. Refer to How do I use File Tools to back up data files?
  2. From the Tools menu, select Move Transactions, History to History.
    • If you use named files, first select the history file that you want to move entries from, then select the history file you want to move entries to.
    • If you do not use named files, select the destination folder of the history file you want to move entries to. If you do not use named files, you must select a different folder than your current data folder.
  3. Click Open. If a history file does not exist in the destination folder, click Yes to create the file.
  4. Enter the Cutoff date. Entries with an accounting date less than or equal to this date move to the other current file.
  5. Click Ranges or Conditions to apply additional selection criteria as appropriate.
  6. Click Start to move entries and print the journal to a file or printer.
  7. Compact the history file the entries were moved from using File Doctor. Refer to How do I compact my data files?

Note: If the Current Ledger or Year-to-date Ledger does not print correctly after you move transactions, verify Trans files for current ledger and Trans files for YTD ledger are correct in File, Company Settings, GL Settings, Ledger Settings.



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