Archive or delete Nominal Ledger transactions

About Account Maintenance options

Use Account Maintenance to archive or delete your nominal ledger transactions. You can run the Account Maintenance option at any time.

Transactions are archived or removed after a number of months depending on whether you have chosen the Archive transactions after this period option in the Nominal Ledger settings.

Document attachments are not included when you archive data, and will be removed.

You have two archive options for the Nominal Ledger. You can choose to:

Archive or remove transactions up to a specified closed period end date in the current financial year.
Outcomes
- Transactions that are older than this period end date by more than the number of months you have specified to keep your transactions, are removed or moved to the archive file.
  
  For example, you have chosen to keep your transactions for one month. You run the Account Maintenance in March for the period end dated 28th February. All transactions that are dated before the 28th January are archived.
- A bought forward balance is also calculated.
- All transactions posted with a date after the period end date specified are retained.
Archive or remove transactions from all profit and loss nominal accounts for the previous financial year.

All transactions that are posted to Profit and Loss nominal accounts in the previous financial year, regardless of how long you have specified to keep them for, are archived or removed.

We recommend that you select this option after running the year end. If you do not do this, balancing journals will be created for your nominal accounts the first time you run the Verify Data option in the new Financial year.

To run the account maintenance

The date that the option was last run is displayed by default. If the option has not been run before, no details are displayed.

Choose Nominal Ledger > Period End Routines > Account Maintenance.

Select one of the following options:

Archive balance sheet and profit and loss transactions

Select this to archive or remove transactions in the current financial year.

Select a closed accounting period. Transactions will be archived up until the end date of this accounting period.

Remove profit and loss transactions from previous financial year

Select this if you want to remove or archive all nominal transactions associated with profit and loss accounts for a previous financial year.

Note: This includes all transactions with a transaction date in the previous year, regardless of the period (or year) the transaction is posted to.

We recommend that you select this option after running the year end. If you do not do this, balancing journals will be created for your nominal accounts the first time you run the Verify Data option in the new Financial year.

If you have chosen to archive your transactions, the transactions are transferred to the archive file.

Click OK to proceed.