Archive Old Data
The Data Compression routine quickly removes old data records as a way of reducing the size of data tables for optimum performance. However, it may be necessary at some point to view that old data. The following procedures enable you to easily access old data when needed, while keeping your active data uncluttered by old information.
When Running the Compression Routine
Make a Backup of your data, naming it "GL ARCHIVE (YEAR) YYYY-MM-DD.ZIP", saving it to storage media. Clearly mark the date of the archive backup.
Define an Archive Directory
Use the Maintain Users routine on the System & Users tab to create a New Data Directory called Archive. Assign one or more User IDs and Passwords to have access to that directory.
Using an Archive
When you need to view old data
Go to Open Data Set on the File menu, and select the Archive data directory.
Use the Restore routine to restore the desired archive backup.
After the backup file is restored, go to the Preferences > Organization screen and type "Archive (year)" at the front of the Organization Name field. The programs title bar will then clearly display that you are working in old data.
The above steps ensure that old and current data are kept physically separate.
CAUTION: If you ever restore a backup of old data to your active data directory (\logoswin\gl\data), be sure to first backup your current data, then use the Restore routine to temporarily access the old data. When finished, restore the current data backup.
Use this Utilities panel routine to compress data for a fiscal year that you select. All transactions in that fiscal will be compressed into single debit and credit entries, either By Period or By Year. Also, Payroll and Vendor data will be deleted for the full calendar year tied to the fiscal year chosen, as defined on the Settings screen in Preferences.
If fiscal year 2009 began in July of 2008, running this routine for fiscal year 2008 will delete all Payroll and Vendor data for calendar year 2008. Payroll and Vendor data in calendar year 2009 is not impacted, even though six months of the year is within fiscal year 2008.
If fiscal year 2009 ended in June of 2009, running this routine for fiscal year 2009 will delete all Payroll and Vendor data for calendar year 2009. Payroll and Vendor data in calendar year 2008 is not impacted, even though six months of the year is within fiscal year 2009.
Identify the fiscal year to be compressed. If you choose to compress data for more than one fiscal year, run this routine again for each additional year.
Make sure the fiscal year being compressed is one for which you no longer need to retain detail in your active database. DO NOT select a fiscal year for which you are likely to need to reference transaction history or vendor and employee records.
Compress to Single Debit/Credit
Choose the type of compression:
By Period a debit or credit entry is made for each GL account for each period of the fiscal year.
By Year a debit or credit entry is made for each GL account for the total year.
Select Next to view a display of the choices made.
Select Finish to proceed with the compression.
When the compression finishes, the routine then reindexes and packs the data.