Archive Database

Once all data is processed for a given financial year and the accountant confirms that accounts are in order, archive the completed financial year.

Before running the financial year archiving process, ensure that other Polygon Back Office users are logged out of the system.

From Polygon Back Office,

Select File from the main menu,

Go to Database Archive,

Then select Archive Database (close the Financial Year)

In the field marked 'Close the Financial Year ending on', enter the ending year of the financial year to be archived. If archiving more than one financial year, begin with the least recent financial year first.

Sales files include POS sale details such as products sold, payment media, POS user, etc. For databases with a large volume of sales records, archiving the POS Sales files can result in performance improvement when reporting on sales records. Archived data can be accessed for historical reporting if required. Tick the box 'Archive POS Sales files' to include these records in the archiving process.

•The balance of all Revenue, Expense and Cost ledger accounts are written back against the Retained Earnings Equity account.

•The balance of Asset, Liability and Equity accounts are rolled over and brought forward.

•Transactions in all ledger accounts with a date after the last day of the archived financial year are purged from the archive database.

•Transactions in all ledger accounts with a date prior to the last day of the archived financial year are purged from the current year database, with the exception of transactions relating to unfinalised supplier and client invoices, and unpresented bank account transactions.

Open and uncleared transactions remain so that they can be reconciled in the current database, however they are tagged as 'archived' transactions and therefore do not affect the ledger balances individually, they are also read only. The number of these transactions detected will be displayed in a message box, prompting to continue or cancel. Click Yes to continue; the transactions will be handled as described above. Or click No to abort the archive process and return to finalise open or uncleared transactions as required.

Status information will display in the EOFY Process Task List box while the database is being updated. Errors will be shown with a red x icon. Contact Redcat support by phone on 1300 473 322 for assistance with any errors encountered. Press OK when process is complete.