Year-end archiving.

There is an option called Archive Data in the Utilities menu. This is mainly used if you will want, in the future, to report on projects for periods greater than a financial year (or spanning a financial year-end). If you wanted to produce reports for the period January 2001 to June 2002, for instance, you would archive data, which allows you to, subsequently, restore it all back into your current, live, database.

A simpler, and probably more suitable method in most cases, is to create a separate database for each financial year. You will keep each yearís (or groups of years) data in a separate directory. This means that you can still access data for any year (including the current year) but only one set of data at a time. You allocate a database to your ID and password, so that you can look at any yearís data by typing in the ID/password for that database. To see the name of the directory which holds your current database, you can go to the System Details menu (from the Utilities menu), select Password Control then find the ID/password combination that you use to access the system. The current database is the DATA PATH shown at the bottom of the box.

First copy your 2000/2001 database to another area of your computer. You can then delete timesheets from the original database, whilst retaining all the projects and employees, etc. for the 2001/2002 input.

To do this proceed as follows:

  1. Make your usual backups once all timesheets for 2000-2001 have been entered, and, if you produce them, invoices have been satisfactorily generated and confirmed. Select Create New Database, in the Utilities menu, and type in a directory name for your "old" (pre April 2001) data. A good idea is to make this descriptive, e.g., C:\RESDAT00. Make a note of the directory name.
  2. Select Copy to the new data directory. You now have a copy of your old data, so you can set about deleting old data from your live (current) database
  3. Still in the live database, select Timesheet/Material Deletions, in the Utilities menu, and delete all timesheets dated prior to the end of the financial year, i.e. 1 April 2001, or whenever. If you use the system to produce invoices, run Invoice Deletions as well.
  4. Now is a good time, but itís not essential, to carry out any other year-end routines. It is worth running Annual Project Cleardown, Utilities menu, to re-set project actual totals to zero, ready for the new financial year, and Holiday Year Reset, Utilities menu again, (even if you donít use this system to monitor holidays it will keep things tidy). Also nowís the time to delete any ex-employees and old projects, if you want to. The database is now ready for 2000-2002 timesheet entry.
  5. Your current ID/password combinations will continue to access your "tidied-up" 2001/2002 database, but you need to set up at least one new ID/password combination to access the old database. Go to Password Control, in the System Details menu, via the Utilities menu, and Add a new password. Be careful to enter the correct directory in the DATA PATH field. If security is not a huge consideration you could use, say, "2000" for the ID and "DATA" for the password. So that you donít get confused as to which database is currently being accessed, the directory name is usually displayed on-screen.

If you have any problems or queries, please contact us. Also, see the User Manual, section 5.