Archiving projects overview
Once you have finished with a project in Sage 200, you can archive it. This marks a project as finished and prevents further transactions being posted to it.
An archived project remains stored in Sage 200, but is not visible and cannot be selected when processing new transactions or running reports or enquiries. You can view details of your archived projects using the archived reports. If necessary, you can resurrect an archived project; e.g. if you need to post transactions to it at a later date, or if it has been archived in error.
When a project can be archived
If you are not using statuses with your projects, you can archive a project at any time.
If you are using statuses with your projects, you can only archive a project when the project and all the groups, items and sub-projects in its structure have one of the following:
- A status that allows Archive / Delete.
- A Not Applicable status.
- No status. This occurs when you are not tracking the status for a particular group or item.
You can archive a sub-project. You remove it from the parent project first. To prevent costs or revenue transactions being posted to a sub-project, you apply a status with Allow Archive / Delete selected to the sub-project. You can continue to enter cost and/or revenue transactions to the parent project.
How existing transactions are processed for an archived project
You can archive a project which has outstanding transactions assigned to it. However, some of these existing transactions cannot be processed after archiving. This depends on whether you are tracking statuses for the archived project.
| Existing transactions that are assigned to an archived project | Tracking statuses | Not tracking statuses |
|---|---|---|
|
Timesheets and expenses |
Yes |
Yes |
|
Sales Ledger and Purchase Ledger batch transactions |
No The batch cannot be committed. |
Yes |
|
Sales orders and returns |
Yes |
Yes |
|
Quotations - free text items |
The converted sales order is not assigned to the project. |
The converted sales order is not assigned to the project. |
|
Purchase orders and returns - standard items |
The order can be received and invoiced. Stock cannot be allocated to the project. |
The order can be received and invoiced. Stock cannot be allocated to the project. |
|
Purchase orders - free text items |
The order can be received. The invoice cannot be posted to the project. |
Yes |
How to archive your project
- If you are using project statuses:
Create a status with Allow Archive / Delete selected, using the Maintain Project Statuses window.
See Create project statuses.
Apply the status to the project and all sub-projects, groups and items in the project's structure, using the Amend Project Status window.
See Apply a status to your projects, groups and items.
Outcomes of setting a status on a project with Allow Archive/Delete selected- You can still view the project using project enquiries and reports.
- You cannot enter new transactions against the project, such as invoices, sales and purchase orders, or bills.
- You cannot process the following existing transactions if they are assigned to the project:
- Sales and purchase ledger batch transactions.
- Purchase invoices for free text items.
-
Select the projects that you want to archive from the Archive Projects window. See Archive your project.
Outcomes of archiving a project- The project will not be available to select on project reports and enquiries.
- No new transactions can be entered against it.
- Any transactions assigned to the archived project cannot be reversed.
- The project will only be included on the Project (Archived) workspace.
- The project will not appear on the desktop lists.
How to resurrect an archived project
-
Select the projects that you want to resurrect from the Resurrect Project window.
See Resurrect an archived project.
-
If you are using project statuses and want to enter cost and revenue transactions for the project, apply a status to the project that allows costs or revenues.
See Apply a status to your projects, groups and items.
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