Departmental Accounting System (DEPACT)
Archive Process
ARCHIVING PROCESS IN SUMMARY
Backup all of your data files.
From the Main Menu select Maintenance and then Backup.
This process will copy all the DEPACT data files to the Backup folder you select.
Make sure you have run ALL the reports you need.
For ALL accounts
From the Main Menu select Maintenance and then Archive and Restore and then Archive.
Select ALL accounts to be Archived.
This process will copy all transactions for all accounts to the Archive folder you select.
For General Fund accounts (11-xxxx)
From the Main Menu select Maintenance and then Archive and Restore and then Partial Archive + Delete.
Select one 11- account to be Archived.
Enter a date range of 07/01/XXXX through 06/30/YYYY where XXXX is the prior fiscal year (like 2007) and YYYY is the current fiscal year (like 2008).
Select the "Do not create carry forward balances" option.
Repeat for each other 11- account.
This process will copy all posted transactions for the prior fiscal year for the account(s) selected to the Archive folder you select, and then delete all posted transactions for the prior fiscal year for the account(s) selected.
For Grant (61-xxxx or 71-xxxx) or Revolving accounts (21-xxxx) or Gift/Fellowship/Scholarship accounts (31-xxxx)
From the Main Menu select Maintenance and then Archive and Restore and then Archive.
Select one grant/revolving/gift account to be Archived.
Repeat for each other grant/revolving/gift account.
This process will copy all transactions for the account(s) selected to the Archive folder you select.
For accounts that are closed or no longer used
From the Main Menu select Maintenance and then Archive and Restore and then Archive.
Select one account to be Archived.
From the Main Menu select Maintenance and then Archive and Restore and then Delete Archived Accounts.
Select the same one account to be Deleted.
This process will copy all transactions for the account(s) selected to the Archive folder you select.
Then the account, all sub accounts, and all transactions for the account(s) selected will be deleted from DEPACT.
Now update your accounts for the new fiscal year.
Select Account Based Transactions.
Select the account by clicking with the mouse.
Select Actions then Header Edit from the top-line menu.
Change the Start and End Dates for the new fiscal year.
Select OK-Save
Delete any Subaccounts you do not need (Only if necessary).
Select Account Based Transactions.
Select the account by clicking with the mouse.
Select Display then Delete/Recall from the top-line menu.
Select "Yes" to delete the subaccount.
Update the Budget for the Master and Subaccount(s) (Only if using budgets).
Select Account Based Transactions.
Select the account by clicking with the mouse.
Select Actions then Budget Edit from the top-line menu.
Change the Start and End Dates for the new fiscal year
Change budget amounts
Select Save Budget
Select Exit
Once you’ve successfully archived all the accounts you need, proceed with the next step.
Select Maintenance.
Select Remove Deletes.
Enter "Y" to begin the Remove Deletes process.
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Last Updated: August 20, 2008