Deleting old Data

[indymtc]

I would like to delete our accounting data for 2010. I understand that I need to make a back up prior to doing this in case I need that data in the future. My question is, we are a hosted client and don't know how to look at the old data without wiping out our current stuff. I suppose I could make a current back up, restore the old data get what I need and then restore back to the current data. Is there anyother way to do this?

[tborgal]

What you can do is to copy the entire PC+ folder into a different location. In my case I use a folder called PCArchive. Then give the copied PC+ folder a new name that will clearly tell you what the data is, such as PC2010. Then you can access the 2010 data when ever you need it without disturbing the current data. I do not recommend putting a shortcut on your desktop to access the 2010 data. You could mistakenly use it when entering new data and get yourself into a mess.

One question however. Why do you want to delete your 2010 data? That is pretty recent information and can be used in reports to follow trends for budget planning.

[NeilZ]

I would like to delete our accounting data for 2010. I understand that I need to make a back up prior to doing this in case I need that data in the future. My question is, we are a hosted client and don't know how to look at the old data without wiping out our current stuff. I suppose I could make a current back up, restore the old data get what I need and then restore back to the current data. Is there any other way to do this?

Why would you want to clear out the 2010 data ?? FWIW .. I believe the IRS recommends that accounting data for churches be retained for at least 4 years : http://www.irs.gov/pub/irs-pdf/p1828.pdf. So I wouldn't delete anything from 2010 yet, 1998 perhaps since we're entering 2013 and that would give you four years of old data you can easily access. You really DON'T have to delete any data unless you want (or need) to.

That said, since you said you're being hosted, then you're using Powerchurch Online (which is PCPlus 11.5), which gives you a programmatic way of deleting old accounting data, as does regular Powerchurch v10 thru 11.5 (Not sure about earlier versions)

Open the program and head to the Accounting -> Funds Accounting -> Setup -> Delete Old Data selection, which will allow you to delete data prior to a date you select in the module.

As you noted, you won't have access to this data unless you do a backup prior to the deletion. To view you would have to do a backup of the current data, then restore the older backup.

You do have an option of only backing up the Accounting area of the database. This would cover Funds Accounting, Accounts Payable, Accounts Receivable & Payroll. It does not cover any Contributions data.

Then you would only need to do another backup of Accounting prior to restoring the old data. You could then do any reporting you would need to do on the old data, then restore the current data afterwards.

[NeilZ]

What you can do is to copy the entire PC+ folder into a different location. In my case I use a folder called PCArchive.

Tom, it sounds like they're using Powerchurch Online.

[tborgal]

Yea I see that now. Got a little confused about the being hosted comment. Sorry about the miss-information.