Finishing the Archive Data process

Working with 1 General Ledger > 1-6 Period and Fiscal Year Management > Archiving data at year end > Finishing the Archive Data process

Finishing the Archive Data process

Create backup of the company archive

When backing up data as part of the archiving process, it is important to count the number of files and folders in your company.

In Windows Explorer, right-click the company folder and select Properties.

On the Properties window, the General tab, look in the list for the Contains line for the number of files and folders.

Write this number down so that you can refer to it after you have made the two copies. The number of files and folders must be exactly the same in both the company and the backup copy.

Note: If you are working across a network, you must back up company folders, report folders, and form folders that reside at the server.

We strongly recommend that you back up:

Each company folder that contains financial data (\MB7\your company\)
Custom reports and custom form designs
- Shared custom reports on a network—Back up the Custom Reports folder in the MB7 folder on your network.
- Shared custom report forms on a network—Back up the Report Forms folder in the MB7 folder on your network.
- Private custom reports on a local drive—Back up the Custom Reports folder located in Users>{User Name}>AppData>Local>Sage>Sage 100 Contractor.
- Private report forms on a local drive—Back up the Report Forms folder located in Users>{User Name}>AppData>Local>Sage>Sage 100 Contractor.

Caution! When backing up your data, be sure to make a full backup and not an incremental or differential backup. An incremental or differential backup only records alterations to the data since the last backup.

Make changes to existing general ledger accounts

You can make prior year adjustments by posting transactions to period 0 in the current company folder and then logging into the archive company to update the ending balance.

Transactions posted to period 0 update the beginning balance in your current company.
Prior year adjustments posted to income and expense accounts update the Retained Earnings account in the current year.

Change security in the archive company

If required, change security in the archive company by changing the rights of all user groups in 7-3-1 Security Groups to No for Save, Delete, Void, Change Period, and Print Checks. This prevents users from accidentally saving or printing records in the archive.

Note: By setting Groups to No, reports can still be printed, but checks cannot be printed. Then each user will have access to everything they had access to before closing. They will be able to print reports but only view checks.