How to archive old transactions

This function is used to remove transaction lines from the old transaction file and move them to an archive file. After using Microvet for some time, the old transaction file becomes too large and this can slow down the program. This procedure will influence your reports. Make sure you print all the reports that you need before using this function. Do not use this option if you are not absolutely sure that you want to archive. Only people with a user level 4 will be able to perform this task. The procedure may take a long time. We suggest that you do it after consulting hours.
THIS IS AN IRREVERSIBLE PROCESS.  

What happens during archiving?

During the archiving process, old transactions and old transaction lines are permanently removed and transferred to an archive file. After archiving, the archived lines can be viewed or printed. Archived lines will NOT show in any other report e.g. Stock sales will not include archived items. During the archiving process a new transaction will be created with a new line item named BALANCE FROM ARCHIVED ITEMS. This transaction will have one line item and it will reflect the balance total of all the archived lines for a particular client. If the balance is 0, the transaction will not be created. The date of this line will be the date of the last line archived and will influence the age analysis accordingly. If the last date of the lines to be archived is older than five months, it will have no impact on the age analysis. These transactions will be transferred to the old transaction file during the next CLOSE ITEMS procedure.

Archive safety measures

Take the following safety measures when you plan to do an archive:

·         Make a backup before archiving and name it Backup Before Archiving and keep this backup in a safe place. Do not re-use these disks. Do the archiving on the file server

·         All other network users must log out before you archive and remain logged out until the archiving is completed.

·         Archiving may take long. The larger the database, the longer it will take. Plan to do this after consulting hours.

·         On large data sets, it is advisable to do the archive in small increments. You can do only one letter of the alphabet at a time. When you are prompted for the first and last record, type: from A to B and click on CLOSEST to find the closest records. You may archive at any point during the month.

·         Do a file-maintenance before archiving.
Also see Getting started with Microvet: When to do a file-maintenance

·         Avoid power failure during archiving.

·         You must have at least 150 MB free disk space.

How to archive

Exit from Microvet on ALL the computers. All network users must log out before you archive and remain logged out until the archiving is completed.
Go to the FILE SERVER and do the following:

Make a backup and name it Backup Before Archiving, keep this backup in a safe place. Do not re-use these disks.
Do a file maintenance
Also see Getting started with Microvet: When to do a file-maintenance
Open Microvet
Click on FILE
Click on AGE ACCOUNTS (wait for the process to finish)
Print an Age Analysis
Also see Age Analysis report
Go to the TRANSACTION menu

Click on ARCHIVE OLD TRANSACTIONS

Enter your user name and password and click on OK
If you only want to archive one account e.g. the CASH account, fill in from CASH to CASH

Click on CLOSEST
You will also be prompted for the first and last date. Be careful at this point. It is better NOT to archive transactions younger than six months. We recommend keeping your old items for at least a year. (Wait for the process to finish)
Click on TRANSACTIONS
Click on RE-CALC BALANCES (Wait for the process to finish)
Click on FILE
Click on AGE ACCOUNTS (Wait for the process to finish)
Print an AGE ANALYSIS
Compare the age analysis before and after archiving; the balances should be the same for both reports

Also see Archive items listing report

Archive problem solving

·         If the Age Analysis done before archiving differs from the one done after archiving, something went wrong. Do not do any transactions and phone BdS to help to restore the backup done before the archiving.

·         If you get a message RECORD OUT OF RANGE, you have to re-index.

·         The archiving will take time.  If it completes the task very quickly, the process did not succeed.

·         If you get an error message that refers to the calculation of the balances, you can run RE-CALC BALANCES again.