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Introduction Walks you through archiving a year. When you change fiscal years, you do not need to run a year end program; rather, once you have your last returned cheque and the auditor has signed off on the previous year, you can archive the old year. Once you have entered the Administrators' password, there are eight steps in this wizard as follows:
Some of the steps change according to how the previous steps questions' were answered. As well, some steps may be skipped. For example, if you are on Step 2 and have no inactive vendors, then clicking Next will skip
down to the next applicable step. If you have no retired nor any inactive accounts, but you do have inactive parts, then you the wizard will jump to Step 6. In other words, if none of the intermediate steps apply to
your data, then you would not even see steps 3, 4, 5, and 6. But, don't worry, the starting point will not change.
This is a simple step that verifies that you are in the correct wizard. If you do not want to run the year end, clicking the Cancel button will end this process; however, if you do want to archive the
year shown, click in the white check box. The Next button is enabled when there is a check in the check box. Click the Next button when it is enabled (when the word Next is in black).
Checking off all 3 check boxes will enable the Next button, so you can continue on to the Inactive Vendors screen.
For example, if an account has not been used during the last year and it is a default account for an inactive vendor, then deleting the inactive vendors will allow that account to be deleted too; however, if the inactive vendor is not deleted then their default account will remain active. What this all means is that if you choose to delete inactive vendors, you may end up with more inactive accounts and more inactive parts in steps five and six respectively. If you choose to keep all vendors, then any accounts, and any parts still used by those accounts, that are used by those vendors you will still be considered active. If there are no inactive vendors in the system, this step will be skipped.
The Retired Accounts report can be printed by clicking the Preview Report button. That report shows you all of the accounts to be retired and lists any of the 3 above problems that will prevent each account from being retired as well as possible solutions. On closing the report you will be asked whether or not you want to delete the retired accounts. If you choose Yes, all accounts without problems will be deleted at the end of this wizard. If you choose No, then all of the retired accounts will be left in the system for another year. The third possibility is to answer Yes or No but then cancel out of the Archive wizard, so you can fix as many problems as possible, and restart the Archive wizard from the GL Menu.
If you do not preview the report, then all retired accounts will be kept in the system. If there are no retired accounts, this step will be skipped.
Click the Preview Report button to see the Inactive Accounts report. Upon closing the report, you will be asked whether or not you wish to delete the inactive accounts. If you choose to delete them, then they will be deleted from the current year during step seven. If you choose to not delete them or you do not preview the report before clicking the Next button, then no inactive accounts will be deleted by this wizard. If there are no inactive accounts, this step will be skipped.
If there are no inactive parts, this step will be skipped.
Once the backup is done, restart the Archive Wizard and run through each step until you reach this
point. Checking off the check box and clicking the Next button will show you the screen in the next step.
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[Archive] [Budget] [Setup] [Chart] |
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