Archiving accounting periods

Overview

Archiving moves closed accounting periods out of your active view and into a separate storage object in Salesforce. This keeps your workspace clean but is irreversible. Archived periods can't be reopened.

When accounting periods are archived, summary-level data remains available for historical and financial reporting, but detailed transactional data becomes inaccessible. Reports on archived transactions can't be generated, and custom fields on those transactions are permanently deleted.

What you need before archiving

Make sure the following conditions are met before you begin:

• Data must be at least 24 accounting periods old.

• Archive periods in batches of 12, ending with the final period of a calendar or fiscal year.

• Periods must be archived in chronological order, starting with the oldest available.

• You must have System Administrator permissions.

Pre-archiving checklist

Complete the following steps to confirm all data is accurate before archiving:

1. Export and securely store the following reports:

   • Cash Balances Report

   • Transaction Detail by GL Account

   • Unapplied Cash Report

   • 9900 Suspense Account Report

2. Complete bank reconciliations for the periods being archived.

3. Investigate uncleared disbursements and follow your agency's unclaimed property procedures.

4. Review and resolve any uncleared deposits or journal entries.

5. Reconcile unapplied cash balances for the archiving period.

6. Reconcile the 9900 Suspense account using the TXN Account Balance Report v3 (9900), grouped by policy.

Archive an accounting period

For step-by-step instructions, see Archive Transaction Data.