Archive Transactions

The purpose of archiving transactions is simply to consolidate transactions across multiple Jobs into a single Job.  It will not reduce the total number of transactions in the system.  It will simply post all transactions to the specified target Job, maintaining accounting integrity while reducing the number of visible Jobs in the system.

You should not archive any Jobs that still require reporting on an individual basis, however you may still report on the archived transactions as a whole.

1.  Create target Job

In "Jobs & Overheads" create the new (target) Job that you wish to archive the transactions to. 

2.  Go into "Archive Transactions"

In the Audit Trail, go to the file dropdown menu and select "Archive Transactions".

3.  Selecting Job to archive to (target)

In the "Archive to Job" combo box, select the Job you created to archive the transactions to (target Job).

4.  Selecting the Jobs that you wish to archive transactions from (source)

Select all the Jobs with transactions that you wish to archive.  It is recommended that you tick all the check boxes.  This will allow you to view which Job the transactions belonged to before you archived them.

Hit the "Go" button to begin archiving transactions.  Once the process is completed, all source Jobs selected will no longer appear individually in the system, however all the transactions will now be in the target Job that you created.

Once the transactions have been archived from the source Job(s) to the target Job you may delete them from the "Jobs & Overheads" module.  Be sure to only delete jobs whose transactions have been archived into the target Job.  Estimating information on these Jobs will be lost. 

refer        Archive Transactions