You can use data archiving to select and remove data from financial years and periods that have been closed. This will reduce the amount of data storage that your org requires.
You can choose to archive data from:
- A specific period in a financial year
- A range of periods in a financial year
- All periods in a financial year
You can only archive data from one company and one financial year at a time.
You cannot archive data for the following:
- Periods that are open
- The special periods (for example, period 100)
- Financial years that have not been closed
- The current financial year
You can select the document type that you want to archive. The document type determines which documents are marked for archiving. You can only archive documents that have the status specified.
|
Document Type |
Documents |
Status |
|---|---|---|
| Accounts Receivable |
Sales Invoices Sales Invoice Line Items Sales Invoice Installment Line Items Sales Credit Notes Income Schedule Line Items Transactions Transaction Line Items Cash Matching Histories |
Paid or Discarded |
| Journal |
Manual Journals |
Paid and Matched only |
| Billing Document |
Billing Documents Billing Document Line Items Transactions Transaction Line Items Cash Matching Histories |
Paid and Matched only |
When you create an archive set you can also create a summarization journal, which summarizes all the transactions in the archive set. You need to manually create the summarization journal type before you begin the archiving process. For more information see your FinancialForce business consultant.
If you archive Journals, a PDF summary of the transactions in the journal is created. This lists the transactions and related documents that have been marked for archiving and is attached to the archive set record. The PDF size is limited to 5MB, so if the archive set contains more than 100,000 records, you will have multiple PDFs. The PDF summary contains the following information:
- Archive Set Number
- Company
- Document Type
- Year
- From Period
- To Period
- Created Date and Time
- Transaction Number
For more information and advice on the archive process, contact your FinancialForce business consultant.