Back up Data but only want access to 3 years worth

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Need to create a back up copy for accountant, but we only want them to have access to the last 3 years worth of actual data.  Is this possible
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Sally Cowan

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Posted 1 year ago

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Rav, Community Manager

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Hi Sally,
The backup will create a copy of the full date file in its entirety, unfortunately there is no ability to limit the time period of data that is backed up/copied.

Would setting a lock date be any of use in your case? Data would still remain visible however even when implementing a lock date.
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Glenda

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What is a lock date and how does this work?
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Data Rec, Employee

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The 'locked date' or 'closing date' is a date you can set in the file that only prevents unauthorised users from entering a new transaction or modifying an existing transaction dated on or earlier than the closing date.


You can enable the Closing Date as follows:

* Click on the Edit menu and select Preferences
* In the Accounting section, click on the Company Preferences tab
* In the Closing Date section, click on the Set Date/Password button
* specify your preferred closing date and password
* Click the OK button to save your changes


Regards,

Data Recovery Team
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Glenda

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I found what I was looking for. It's when you need to clean up the company data (because it's getting too large) and then you create an "archive copy" and select your required dates.
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Data Rec, Employee

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Hi Glenda,

The Clean Up/Archive function will only summarise the closed transactions.
Any outstanding transactions will remain in the resulting data file.

Recommendations:

1. Make a backup of the company data file with a complete verification (save and clearly label it as being a pre-cleanup backup set) 

2. Generate and print/save the following reports as at the preferred clean-up date

- Balance Sheet 
- Trial Balance
- Customer Balance Summary
- Supplier Balance Summary
- Open Invoices
- Unpaid Bills

3. Perform the clean-up operation

4. If the operation is successful, generate the same reports as in Step 2 and compare them. The figures should remain the same.

5. If there are any differences, it may indicate a preexisting data file problem. Contact the Technical Support Team for assistance.

6. If the operation fails, do not continue using the company data file. Restore the previously created backup and contact the Technical Support Team for assistance.


Regards,

Data Recovery Team
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Glenda

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I have performed the "archive" but this hasn't reduced the file size. Everything seems to be still there with nothing removed. I selected the date of 30 June 2016 to be archived. There are invoices still there dated back to 2010. Can someone help me here please.
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Data Rec, Employee

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Hi Glenda,


How long did it take to undergo the cleanup data procedure on your data file?

In some situations, there will be transactions that are not removed due to them having dependencies or associations to other transactions that are not eligible to be removed.
For example, invoices that contain inventory items typically do not get removed.


The in-product Help has an explanation of what gets cleaned up and why.

Click on the Help menu, select Reckon Accounts Help.
Click on the Search tab and use the key phrase "How Reckon Accounts cleans up data".


There are quite a few options that can be selected to be removed during the archive process.

In the screens titled "Select Additional Criteria for Removing Transactions" and "Select Unused List Items To Remove";

What things did you enable to be removed as part of the archive process?

For some clients, we have found that it a data file size reduction occurred after a 2nd or 3rd iteration of the Clean Up procedure.


Regards,

Reckon Data Recovery Team








(Edited)
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Glenda

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It took about an hour for the archive process. We don't use inventory. I was surprised that there were no journals created after the archive process either. I then performed another archive. Again no change. I also performed another archive process using a very old file and that didn't work either. I ticked all the boxes in that one. Last week I tested a completely different Reckon Accounts before doing our office one and that one worked.Also, we use this (Reckon Accounts Enterprise) for our customer base, invoicing (using items list), receipting of payments, timesheets and workflow. We also run various reports.
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Data Rec, Employee

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Hi Glenda,

Consider performing a second run-through of the cleanup data process to see if it results in a file size decrease.

Regards,

Reckon Data Recovery Team