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28. Creating and Using Archives
1) Create an Archive
2) Restore
3) Delete from ALL Tables
4) Delete from Table
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These archive functions are seen as secondary to the primary task of performing regular backups of your Acceptum application to separate disk/tape media, which will protect you against disk crashes etc.
When performing these functions, ensure you are the only person logged on to the application.
28.1 Create an Archive
Select the menu option 'Utilities|Systems|Archives'.
Select the Company to be archived (you do not need to be in the company/year).
Click 'Archive' to create the archive files.
You are then given the option of selecting the folder to be used for holding the archive files.
RCL suggests you use '..\Archive_CNAME', with 'CNAME' being the company code/name.
Ensure that the folder is empty (or only contains prior archive files).
Use this archive facility on a regular basis, especially when trying something new (like a data import). As with the 'Restore' facility you can easily get back to the data position when the archive was performed.
Three types of data are held for a company:-
a) that relating to a specific financial year, namely
- ledger postings (journal number header and lines)
- budget data (version and account/analysis lines)
- forecast data
- job costing data
- audit trail data
b) general data that does not relate to a specific financial year, namely;
- pending journals (header and lines)
- Sales Orders (header and lines)
- purchase orders (header and lines)
- stock re-ordering (lines)
- sale or return data (header and allocation lines)
- supplier invoices (header and allocation lines)
- fixed assets
- time logs
- Clearing Numbers (lines)
c) Company record next document numbers for:
- Journal,
- Sales Order,
- Purchase Order,
- Supplier Invoice,
- Sale and Return.
All forms are incorporated into an archive.
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28.2 Restore
Select the menu option 'Utilities|Systems|Archives'.
Select the Company to be restored (you do not need to be in the company/year).
Click 'Restore' and then select the folder holding the backup data.
Refer above to the types of data archived for a company. These will all be recovered.
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28.3 Delete from ALL Tables
After several years, old fiscal year data can be removed from the application by selecting the company and fiscal year and clicking 'Delete'.
A confirmation prompt is given, which upon acceptance, will delete all transactions and documents posted in the selected fiscal year.
The only exception being Ledger entries to accounts marked as 'Clearing Accounts' that have not been marked as Cleared. These must remain to keep the current years ledgers in balance.
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28.4 Delete from Table
Set the 'Prior to date' to indicate that records dated earlier than the set date will be deleted from the application for the selected company.
Then select an individual table form the drop-down list, before clicking "Delete from this table' to perform the actual deletion.
You are advised to take a complete data backup before using this function.
This deletion routine is useful when an individual area of the application contains a disproportionate number of records that is slowing down overall performance.
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