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Set Up or Review Settings to Enable Archival

Emily Yeomans
  • Updated

Setting up or reviewing settings to enable archival is the third of seven procedures you should complete as you prepare for Archiving. 

It is essential to prepare properly before you perform data archiving; you cannot change data once you have archived. 

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How to Set Up or Review Settings to Enable Archival

In general, the processes contained in this step will only need to be performed once.  However, it is a good practice to review these processes to ensure that nothing has changed from the last time you ran the procedure.

During this setup/review, you will:

  • Attach the Archive Tables,
  • Define the Archive Variable, and
  • Set Up the ARCH Account Code and Cost Center Code

Attach the Archive Tables

The archive tables must be attached for the archive process to work.  If your server or drive mapping has changed since the last time you ran the archive process, you will need to perform this step again.

  1. From the icon in the system tray, navigate to Administration, then DM Administration. Go to File-Utilities-Attach Archive Tables as shown below.

Screenshot_3.png

Once selected, a process will run and you should receive the following message for each module you are archiving.

Screenshot_3A.png

Define the Archive Variable

  1. In the Accounting Module, navigate to File-Setup. When the Department Manager Setup Information screen appears, click on the Year End Transfer Control Parms tab, and enter your archive variable in the Archive field.

    Note:  We recommend using “ARCH” (an abbreviation for ARCHIVE).  First make sure it has not been previously used as an account code or cost center.  If it has, we recommend using “ARCHIVE” or “YET” (an abbreviation for Year-End Transfer).  If you choose one of these two variables, make sure that it has not been previously used as an Account Code or Cost Center.

    SS4_YET_Control_Parms_Tab.png
     
  2. Check the other fields indicated on this screen to ensure that they are set as needed. See the table below for definitions:

    Year End Transfer Field

    Field Definition
    Archive

    Enter archive variable (not used for other account or cost center purposes), as explained above.
    Treat Cost Centers as SubAccounts

    Check this box if you wish to treat cost centers as subaccounts in the Year End process.
    Load Compressed Transactions by Select Minor, Major, or Budget to indicate how you wish the compressed transactions to be loaded in the new year.
    Delete Archived Records

     Select Yes or No. If you select Yes, the records will be deleted permanently.
    Autorun Check Reports  Select Yes or No.

Set Up the ARCH Account Code and Cost Center Code

  1. In the Accounting Module, go to File-Accounts. Click Insert_icon.png to add “ARCH” (or the designated archive variable) as an account code if this has not already been done.  Set the object set to the standard object set for your installation and all other required fields as NONE.

    Note:  If these fields have already been created for Archiving purposes, you do not need to re-create or change them. 

    SS5_Set_ARCH_Account_Code.png

  2. Go to File-Cost Centers. Click Insert_icon.png  to add “ARCH” (or the designated archive variable) as a Cost Center code if this has not already been done.  Set the object set to the standard object set for your installation and set all other required fields as NONE.

What's Next?

Continue to the next procedure to prepare for archiving here. 

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