Archiving financial transactions

To help you find your transactions and optimise the processing speed of your Sage 200 system, you can choose how to store your financial transactions.

This involves specifying:

• How long you want to keep transactions for each ledger.
• Whether you want to delete or archive them after this period.

How to set your archiving options

Choose how to archive your transactions in the following ways:

1. Decide the number of months that you want to keep your transactions for, up to a maximum of 36 months.

   You can keep transactions for different lengths of time for each nominal, customer or supplier account. You set a default number of months in the Nominal, Sales and Purchase Ledger settings (Defaults tab) which is applied to each time you create a new nominal, customer or supplier. If required, you can override this on individual accounts.

2. Decide whether to archive or delete transactions after this period.

   Choose for each ledger in the Ledger settings (Defaults tab). You can to choose to archive transactions for one ledger but not another. For example, you can choose to archive sales transactions but not purchase transactions.

   If you choose to archive your transactions they are moved to an archive file. Once they are archived, they can be viewed and printed from enquiry screens and archived reports.

   If you do not choose not to keep your transactions, they are removed from the database. This means that you will not be able to view the details of individual transactions on enquiry screen and reports.

How to archive or remove transactions

Transactions are removed or moved to the archive file when you use the Account Maintenance option for each ledger.

Transactions that are older than the date specified on the account are archived or removed depending on the ledger settings.

If required, archived transactions can be permanently removed from the Sage 200 database using the Purge Transactions options for each ledger.