Archiving data reduces the size of your company file by allowing you to remove a range of pays and employees from your current file. Archiving information out of your current company file is a quick and easy way of speeding up Elite Payroll.
Once removed, the pays and/or employees cannot be appended to the current company file. Archive files are always treated as separate company files.
Remember though to keep the archive in a safe place, just in case the ATO decides to audit you or you need the information for some other reason.
1 From the File menu, choose Archive Data. The Archive Data window is displayed.
2 On the Archive Data tab, specify the ranges of information you wish to archive:
From Emp – Enter the employee number to start at.
To Emp – Enter the employee number to finish at.
From Pay Date – Enter the pay date to start at.
To Pay Date – Enter the pay date to finish at.
3 In the Files section – From field, Elite Payroll displays the drive, path and name of the file it will be archiving information from. These details cannot be changed.
4 In the Files section – To field, Elite Payroll displays the drive, path and name of the archive file.
5 If you want the archive file to be placed on a different drive, in a different path or to be called a different name, click Browse. If the drive, path and file name are correct go to the next step.
Note You should change the archive name so the last two letters, before the ".QPB" indicate the year the archive was created For example, if backing up 2002 data, you would change a file named MyCompany.QPB to MyCompany02.QPB.
Under Drives, select the drive where you want the archive file to be placed.
In the Folders section, which is just above Drives, select the folder where the archive file should be placed. If you don't want it to be copied to a folder, don't select a different folder.
Click OK.
6 Click on the Advanced Tab.
7 Data to be Copied to Archive File – Select the information that you want to include in the archive file:
þ Archive Terminated Employees And Their Pays – Select this option if you want to remove only terminated staff from your company file.
þ Archive All Employees And Their Pays – Select this option if you want Elite Payroll to copy details for all employees to the archive file.
8 Data to be Removed From Currently Open Company – Select the information that you want removed from the company file:
þ Remove Employees From Current Company – Select this option if you want the employee details, such as name, address, pay rates, etc to be removed from the company file. Any employees whose number falls between the numbers specified in From Emp and To Emp will have their details removed from the company file.
þ Remove Pays From Current Company – Select this option if you want the employee's pays to be removed from the company file. Any pays with pay dates falling between the dates specified in From Pay Date and To Pay Date will be removed from the company file. By default, Elite Payroll will set these dates for the previous financial year.
9 Click OK to archive the data, or cancel to exit without archiving.
10 Elite Payroll displays a progress bar which that shows how far along it is in removing the information from the current company file. When it is finished it will return to the List Employees window.