What is a company archive?

Over the course of a year, the accounting and payroll databases grow as you enter records. In a manual accounting system, you might move previous years' records to storage boxes or a storage facility. Similarly, you can move Sage 100 Contractor records to an archive file when you no longer need the data for a fiscal year.

When you archive company data, Sage 100 Contractor:

• Removes the accounting activity from the oldest fiscal year (12 periods) in your current company, and places it in an archive company.
• In your current company books, adjusts the beginning balances for asset, liability and equity accounts and sub-accounts, as well as jobs, vendors, service clients, and equipment to match the archive year’s corresponding ending balances.
• Rolls income and expense balances for the archive year roll into the beginning balance for the Retained Earnings account in the current company.

At year end, if I don't have enough hard disk drive space to create an archive company, what can I do?

If you do not have enough disk space, free up disk space by deleting unnecessary files or programs, or manually copy the data to another hard disk drive, CD, or DVD.

When do I create the company archive?

You can create a company archive at any time after you have advanced to at least period 1 of the next fiscal year.

We recommend that you archive as soon as you have resolved all audit errors, and you have received and entered all accounting entries, including adjustments.

Where in the program do I create a company archive?

You use the Archive Oldest Fiscal Year utility in Database Administration to archive your company.

You use the Archive Payroll Data utility in Database Administration to archive your Payroll data.

What about data backup?

To prevent loss of data, we highly recommend that you always store one copy of your backed-up data off site for added security.

After creating the company archive, review it to make certain that all records were copied correctly. If you find that the archive is incomplete, restore from a backup copy, and then create a new archive.