Every year when closing out I have copied the year that I am closing out in case I have to go into that year. However, something has changed and when I go to call up the year ie 2010 2011 I get a message that says "incomplete data set" file cannot be opened. I am copying all of the files with the correct extension. Is it no longer possible to copy your years files before closing the year?

Hi DebraZ

What version of Ledger are you using? If it is 9.0 or higher, there is no need to copy the GL data before performing Year End because with the exception of unpurged posting journals the old data is still preserved after Year End in the live dataset. You just need to make a backup under File | Backup.

However, if you want you can still copy the data as you are accustomed and nothing has changed.

I suspect that you are trying to open up a 9.0 GL dataset using the 8.1 GL shortcut. Make sure you are using the 9.0 GL shortcut. The other possibility is that when you copied the data you didn't copy all of the files, possibly because some were in use and you didn't realize it.

But again, tell us the version.

Steve

Hi Steve, thank you for responding. Since I just installed the upgrade this morning, we are using 9.0D but up until then we used 9.0C. I did my close out last night without copying, so I am pleased to hear that the old data is still preserved after year end in the live dataset.

It sounds as though I don't have to copy the files anymore, (it was just a tradition that I carried on from the old AccPac days) But I am curious to know how I would access the previous years files without copying files.

In your live data, in every inquiry screen, report, and financial statement, there is an option to select a year as well as a period. Do you see the option?

Yes I just found it, how absolutely wonderful. Thank you so much.

Glad you found it and we hope that it is a useful tool for you.

Since you have saved backups for other, older historical years, you may also want to retrieve them into your existing Ledger company data so that they are all in one place. If you wanted to investigate this, the process can be found from the File menu and the Import sub-menu -> Retrieve Prior Year Data. This would allow quick inquiries from any of your historical years and allow creating financial statements that include more history than just last year.

The Technical Support Department is talking about retrieving into Adagio Ledger from year end backups made for years prior to your move to Adagio Ledger 9.0A (old Accpac Plus or Adagio 8.x backups).

You would not have to do this for any years that were closed in Ledger 9.x.