[SAM] Archive Cashbook : SAM by Auxo

This Knowledge Base article explains how to archive your cashbooks in SAM.

This can be useful when the cashbook is slow to open/display - usually because there are a lot of old transactions.

Archived cashbook transactions can still be viewed in SAM.

You must be the only user logged in when archiving the Cashbook.

If SAM is installed on your own network (ie you don't use Citrix to access SAM) then we recommend you run this process on the main/server computer, ie not a workstation.

TABLE OF CONTENTS

Find the date of the oldest transaction in the Cashbook
Decide what date you want to archive up to
Do a backup
Archive the Cashbook
View archived Cashbook transactions
More than one Cashbook?

Find the date of the oldest transaction in the Cashbook

- in this Cashbook the oldest transaction is from 2018:

Decide what date you want to archive up to

Our suggestion is that you archive the Cashbook up until the date of your last finalised annual accounts/tax return.

In my example the annual accounts for the year ended 31/03/2024 have been finalised so I will archive up to that date.

Only reconciled transactions will be archived.  Unreconciled transactions will stay in the Cashbook

Do a backup

You should take a backup in the unlikely event of something going wrong during the archive process.

Archive the Cashbook

Go to Maintenance > System Setup > Cashbook

And click on the Archive Cashbook button:

This window displays:

Select the bank account you want to archive
Select the "up to date" - we suggest that you move forward one year at a time. In my example the oldest transaction is in 2018 so the "up to date" is 31/03/2019 (because after this archive I will repeat the process, ie so the next archive is up to 31/03/2020, then to 31/03/2021 etc until I have archived up to 31/03/2024
Confirm a backup has been done by ticking the box (please do a backup prior to archiving)
Click OK and a confirmation message will display - choose Yes if you have done a backup and are ready to archive

The utility will run and move transactions from the live Cashbook to Cashbook History

PLEASE do not archive many years of transactions in one go - the utility may go into "not responding".  It is better to do one year at a time until you're confident the process is running quickly without going to "not responding"

If SAM goes to "not responding" please give us a call so we can check what is happening.
It is likely the system is just very busy archiving and needs time to complete the process!

You can also check Task Manager on your PC - a changing "CPU %" means the utility is running