When you're ready to upgrade to the new AccountRight, we can give you a helping hand. Just install the new AccountRight then use the upgrade assistant to upload your company file to us.
We will then:
- optimise your data
- upgrade your company file, and
- put your file online ready for use.
If there's any hiccups during the upgrade, we'll take care of it - so you don't have to.
But if you don't want to put your file online, or you'd rather do the upgrade yourself, you'll first need to:
- process all unprocessed transactions, and
- reduce the size of your company file as much as possible.
Using AccountRight Premier v19 in a network? Make sure you perform the tasks below on the computer where your company file is stored.
How big is my company file?
In your company file, go to the Accounts command centre and click Company Data Auditor. This window has lots of info about your company file, including its size:
The above example is from Clearwater, the sample company file - so it's fairly small and would be fine to upgrade as it is. But if your company file is a lot bigger, perhaps 300 MB or more, we recommend reducing its size by completing the following tasks in the order provided. If your company file is less than 100MB, you can skip these tasks and upgrade it now.
Transactions from previous financial years take up a lot of space in your company file, so purging (permanently removing them) frees up some space. To ensure you still have access to these transactions, it's important to create a backup of your company file before you purge. Then, if needed, you can always restore the backup to view or report on the purged transactions.
The quickest and easiest way to purge these old transactions is using the Start a New Financial Year process. Don't worry, the current financial year won't be closed - it's just a way of purging different types of transactions in one go.
Want to purge transaction types one at a time?
If you're unsure about using the Start a New Financial Year process to purge transactions all at once, you can purge different transaction types one at a time. From within each command centre in your software, go to the File menu and choose Purge. For example, from the Sales command centre you can choose to Purge Closed Invoices. For sales and purchases you can also choose to purge just the detail only, or the entire invoice or bill. So it's important to read the information carefully on each window as you complete the process. You should also create a backup prior to purging anything, so you'll always be able to access the purged information by restoring the backup.
To purge transactions
- Go to the File menu and choose Start a New Year then choose Start a New Financial Year.
- Click Back Up.
- Choose Back up all data then click Continue.
- Specify where you want to save the backup. If you like, you can rename the backup file to help identify it later.
- Click Save. The backup is created and the Start a New Financial Year window reappears.
- Click Continue.
- Read the info displayed then click Continue.
- In the New Financial Year field, enter the current financial year, i.e. the same year as shown in the field above it.
- Click Continue.
- On the Receipts and Payments To Be Processed window, leave all items ticked and click Continue.
- On the Audit Trail Entries window select the option Purge Audit Trail Entries and click Continue.
- On the Closed Transactions window, deselect both options then click Continue.
- Leave the Unreconciled Transactions window unchanged and click Continue.
- Click Start a New Financial Year. If a confirmation message appears, click Yes. Transactions from previous financial years will be purged. Depending on the number of transactions, this may take some time. Despite appearances the process will eventually complete. If the process is interrupted before completion it will most likely damage your company file (which we can fix) - so it's best to be patient.
Too many contact log entries can increase the size of your company file.
To see how many contact log entries you have, run the Contact Log report (Reports > Index to Reports > Card tab > Contact Log). Run the report for all cards to see if you have just a few contact log entries (which won't really impact the size of your company file), or if you have lots.
Before purging your contact logs, make sure you create a backup of your company file. This allows you to access your purged contact log entries, if needed, by restoring the backup.
To purge contact logs
- Go to the Card File command centre.
- Go to the File menu and choose Purge Contact Logs.
- If you haven't already done so, click Back Up to create a backup of your company file as described above. Make sure you name the backup file accordingly to make it easy to identify later.
Once the backup is complete, click Continue.
Leave the following window unchanged (the date should default to the first month of your current financial year), then click Continue.
On the following window, leave all contacts selected to delete all contact logs. If you have any business-critical contact logs, such as those for bad debtors, deselect these.
- Click Purge Contact Logs.
Now that you've removed old transactions from your company file, it has probably left some "gaps" in the database. Optimising your company file removes these gaps to ensure your company file is as compact and efficient as possible. Then, to double-check that all is well, it's a good idea to verify the file for any issues that could affect your upgrade to the new AccountRight.
To optimise the company file
- Go to the File menu and choose Optimise Company File.
- Click OK to the information window.
- If prompted about retaining a previous optimisation recovery file, and providing you have created a back up earlier in this support note, click No. The company file will be optimised.
- Click OK to the completion message.
To verify the company file
- Go to the File menu and choose Verify Company File.
- Click OK to the information window. The company file will be verified.
- If no errors were found, click OK to end the verification process.
- If your company file is corrupted, you can:
- Attempt to repair the company file by optimising it and repeat this procedure to check if the errors have been fixed.
- Restore the company file from your most recent backup.
- Get help from our Data File Repair Team (Australia | New Zealand).
That's it - your company file size will have been reduced as much as possible. To confirm, go to the Accounts command centre and click Company Data Auditor to check your file size. Any reduction will be beneficial when upgrading to the new AccountRight.