Archiving
I live in the UK and the financial year-end is 5th April. I have marked everything in each category as cleared and I have gone through each one thoroughly and after archiving most accounts have cleared last financial year's postings but some have not. I ticked to remove all cleared items and unticked keep old items but some have remained. This is preventing me from starting the new financial year's accounts and I can't go on until this is solved.
Can you help me? I'd prefer not to attach a file if possible.
I am running Moneydance version 2010r3 (757) Java version 1.6.0_31on an iMac with MAC OS X version 10.7.4
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1 Posted by Ben Spencer on 18 May, 2012 11:57 PM
Do you have any investment accounts in your data file?
Moneydance does not allow investment accounts to be archived as this would make it impossible to calculate cost basis. As such any transfers to or from investment account would also not be archived.
I am curious why you need to archive. It is totally reasonable, encouraged even, to keep your entire transaction history in a single file. We at Moneydance tend to think of archiving as a reminder of a by gone age when computers were not sufficiently fast to run reports on multiple years of transactions.
Sincerely
Ben Spencer
Moneydance Support
2 Posted by Stephen James on 20 May, 2012 04:03 PM
The reason I want to archive is that I have every account down the left hand-side and I don't want to see a total for more than the present year. It also means that I have to filter all my print outs and I'm not used to working this way. If there is the facility to archive and remove all cleared balances then that is what I would like to do but it isn't working properly and I would like to know why. All the accounts that have not archived have left all transactions that have been posted between April 1st and April 5th even though the date I put in the archiving tool was later. I suppose if you can't fix it I will either have to use the program as it is or switch to another accounts package.
3 Posted by Ben Spencer on 20 May, 2012 04:23 PM
Can you confirm if you have investment accounts in your data file?
If you want to hide an account from the left side bar you can click the minus button at the bottom of the left side bar.
Ben Spencer
Moneydance Support
4 Posted by Scott Meehan on 20 May, 2012 04:34 PM
Hi Stephen,
I'm wondering if this is an issue with the 2010 version that you're using that's been resolved in the latest version. Our records indicate that you've purchased an upgrade license for the 2011 version--have you had a chance to download it and test out whether this issue still occurs with the latest version? If not, I would try that first and then we can continue to try and diagnose the problem further if that doesn't work.
Scott Meehan
Moneydance Support
5 Posted by Stephen James on 20 May, 2012 10:22 PM
When I realised I was still using the 2010 version I downloaded the latest version and re-ran the archiving procedure from a copy I had taken but it still gave me the exact same errors. I have investment accounts in my data file but besides these accounts that have not archived there are others that are just expense accounts that haven't archived for transactions between April 1st and April 5th which is the financial year end. What I might do is change the dates to 31st March and see if they will then archive properly.
6 Posted by Stephen James on 20 May, 2012 10:29 PM
I just tried changing the dates to 31/03/2012 on the remaining expenses and running archive with a date of 30/04/2012 and it didn't work. There is definitely a bug in the program that is preventing this from working properly.
7 Posted by Scott Meehan on 20 May, 2012 11:53 PM
Hi Stephen,
Sorry the new version didn't fix the problem. Can you post a screen shot of the transactions that won't archive?
Scott Meehan
Moneydance Support
8 Posted by Stephen James on 21 May, 2012 08:27 AM
I have taken a screenshot of two of the accounts that has archived everything but one or two entries:-
9 Posted by Scott Meehan on 21 May, 2012 03:31 PM
Hi Stephen,
Thanks for the screenshots. I'm really not sure what's causing this issue and unfortunately haven't gotten any more clues after seeing the screenshots, but I'm wondering if a workable solution for now, while we see if we can track down this problem, would be to open the archive files and re-enter those transactions manually in them and then delete them in your primary register, which would enable you to close out last year and commence on this one, if I understand correctly.
If this doesn't work for you or if you'd prefer not to do it, please let us know and we will continue to try and work to find a solution.
Scott Meehan
Moneydance Support
10 Posted by Stephen James on 21 May, 2012 04:26 PM
Dear Scott,
Thanks for your reply.
Your suggestion below will not work because if you delete transactions the bank balance or credit card balance will be incorrect. I suppose I could create an account that says something like "Correction Account" but it is not ideal and as I give printouts of some of my accounts to my accountant for completing my tax return, it is not very professional.
Your program is excellent and certainly can't be beat at the price as I have looked at almost every accounts package for the MAC but I can't believe that this has not come up as a problem for anyone else before.
Surely, it's not rocket science to try and solve this glitch as I would like to continue to use your program?
Best wishes and regards,
Stephen.
11 Posted by -Kevin N. on 21 May, 2012 04:54 PM
Hi Steven,
If I could make a suggestion...
To correct the account balance after deleting the 'stuck' txns, from the Menu bar, go to 'Account' > 'Edit Account'.
In the resulting form, adjust the 'Initial Balance' so as to reconcile the account balance.
HTH -Kevin N.
12 Posted by Stephen James on 21 May, 2012 09:59 PM
I suppose that will work but I still think you need to fix the bug.
Best wishes and regards,
Stephen.
13 Posted by Scott Meehan on 22 May, 2012 08:37 PM
Hi Stephen,
I agree and we are going to create some test scenarios to see if we can recreate and isolate this bug. I hope this fix works for you in the meantime.
Please let us know if you need any further assistance!
Scott Meehan
Moneydance Support
Scott Meehan closed this discussion on 22 May, 2012 08:37 PM.
Stephen James re-opened this discussion on 22 May, 2012 09:09 PM
14 Posted by Stephen James on 22 May, 2012 09:09 PM
Dear Scott,
One of the things that I thought might be causing the glitch is the fact that the financial year end in the UK is such an unusual date being April 5th. In the USA and most other countries the year end is December 31st and maybe what is causing the problem is the date. I actually changed a batch of transactions that didn't archive to 31/12/2011 and they still would not archive so that wasn't very helpful. It is very strange as I can't find a reason why some transactions will not erase when archived.
I am very curious to see if you can recreate this and what is causing it.
Best wishes and regards,
Stephen.
15 Posted by Angie Rauscher on 22 May, 2012 10:41 PM
Stephen,
I've seen this issue very rarely, and I may know the reason. Could you please open the Mastercard account and see if the transactions are marked as Cleared in that account? If they're not, this is the reason why they are not being removed when you archive. The fact that all 3 transactions which should have been removed but weren't (from the screenshots in post 9) are associated with the Mastercard account makes me believe this could be the cause. Let me know how that goes and we'll keep working on the issue.
Angie Rauscher
Moneydance Support
16 Posted by Stephen James on 23 May, 2012 02:12 PM
Dear Angie,
I don't know why but I had missed marking those expenses cleared in the Mastercard account. So I have re-run the archiving and everything has now cleared so I am very grateful and I am sorry if I have wasted your time. I am now ready to start the new financial year.
Best wishes and regards,
Stephen.
17 Posted by Angie Rauscher on 23 May, 2012 08:18 PM
Stephen,
No problem, that's what we're here for! I'm glad your archiving is all straightened out, and please let me know if I can be of further assistance,
Angie Rauscher
Moneydance Support
Angie Rauscher closed this discussion on 23 May, 2012 08:18 PM.