How to Archive data (make items non-current)

How does making items non-current help you

Simple, fewer pieces of information to load means you will have a faster system.

Screens such as the searches, timesheet entries, invoices, and some reports all load with the current data that is available in the system, so it’s pretty straightforward to think that making items non-current will give you a quicker response for all these pages.

How can you make data non-current

Click the links below to go to each section.

Jobs/Projects, Clients, Employees, Invoices, Maintenance/Other items

How can I make items current again

Simple, just reverse the processes below to bring the items back that have been made non-current.

 

Jobs/Projects

Jobs/Projects can be done in bulk or one at a time. To do one at a time simply load the job and take the tick out of the current box and save it.

Make_Job_Non-current.png

To do multiple jobs at once go to Reports and under the Clients and Jobs section select the possible jobs/projects to be made non-current. The “date from” selection shows jobs/projects that haven’t had any timesheets or invoices since the selected date.

Possible_Jobs_to_be_made_non-current

All you need to do is to untick the current box and then save it to make the job non-current.

Possible_jobs_to_be_made_non-current_report

 

Clients

Once a client doesn’t have any active jobs you can also go to the client screen and make them non-current by unticking the Current Box.

Make_Client_Non-current.png

 

Employees

Once an employee has left your company you will want to make them non-current for two reasons. The first is so that they cannot log in to AbtracOnline anymore and the second is so that your subscription fees can be reduced.

To make an employee non-current go to Administration → Employees → Employee Details, and take the tick out of “Is Current?”.

Non-current_employee

 

Invoices

When you go to the load invoices there is a filter to show un-committed invoices or committed invoices. Committing an invoice is an indication that you are finished with the invoice and have sent it to the client, your accounting package, or both.

To commit an invoice go Invoices → Load invoice, then select the invoice(s) that you have finished with and commit it.

Commit_an_invoice

 

Maintenance/Other Items

Almost all of the items in the maintenance section can be made non-current by editing the screen and taking the tick out of the current box.

Here is the list.

  • Activity
  • Department
  • Team
  • Disbursement
  • Job Status
  • Job Type
  • Job User Defined
  • Planned Time State
  • Diary Action
  • Person Role
  • Timesheet Line Default Comments
  • Work Source
  • Referred From
  • Client Type
  • Client Rating
  • Invoice Status
  • Write On-Off Reasons