Archiving the oldest fiscal year

The data archive process removes the oldest fiscal year of data from your current company and places it in a separate archive company. Therefore, before archiving a fiscal year, ensure your current period is not in the same fiscal year.

The Archive Data wizard leads you through the process of archiving your data from previous fiscal periods. You can archive one fiscal year at a time. You do not have to close your fiscal year before archiving your data.

To archive a fiscal year:

1. Click Archive Company Data >Archive Oldest Fiscal Year.

2. On the Archive Oldest Fiscal Year tab, select the company you want to archive from the list box.

   Note: You can archive only companies for which you have administrator rights.

   The Archive Data wizard opens, displaying information about the archiving process and the tasks you should have completed before archiving.

   If your fiscal year end is December 31, and the accounting year and the payroll year to archive are the same, a Combine both accounting and payroll in a single archive checkbox is available.

3. (Optional) Select the Combine accounting and payroll archives option, if you want to create a single archive.

   The option is available only if your fiscal year ends on December 31 and the oldest fiscal year for payroll and your general ledger is the same.

4. Click [Next].

   Tip: As you proceed through the wizard, you can click the [Help] button to view more detailed information about each page.

5. On the Preparation page:

   1. Click [Begin Preparation] to start performing all the listed preparatory tasks.

      Note: If any problems are encountered, the process stops, and the text on this button changes to [Resume Preparation]. Click [Resume Preparation] to continue running subsequent tasks to see if there are additional items that require your attention.

   2. When all the preparatory tasks are complete and without error, click [Next].

      Note: You can click [Next] only when all tasks have been completed successfully.

6. On the Maintenance Options page, select one or more maintenance tasks you want to perform prior to archiving, and then click [Next].

7. If you selected the Combine both accounting and payroll in a single archive checkbox, the wizard displays the Payroll Options page.

   If you want to remove records for employees who no longer work for the company, select checkboxes beside relevant statuses as follows:

   • To remove all records with a certain status, select the All checkbox.

   • To remove only inactive records for that status, select the Inactive only checkbox.

8. On the Archive Data page:

   1. Type a name for the company archive in the Enter name for the company archive box. The name cannot contain any special characters

   2. Click [Begin Archiving], and then click [Yes] if you are sure you have backed up your data and completed the other tasks in the "Before archiving" section.

      Note: If the archive folder exists, it must be empty. Click [Yes] to continue the process, or click [No] to go back to the Archive Data page.

      If you selected maintenance options before archiving, you can click View Result to display a message box that lists information about the maintenance tasks completed.

   3. Click [Next].

      When archiving has finished, the wizard backs up your current data and your archive, and then displays information about working with your archive company.

9. Click [Close] .