Please ignore any reference to a telephone number or address for CharterHouse.  Instead, contact Tamlin Software Developers

Save your data, don't purge it

Here are the steps to take so that you can continue to access your old data (Read-Only).  Run your normal Year End processing afterwards.

The following expects enough disk space, either on the network or on your computer, to create a copy of most of the data files used by Lyon / CharterHouse (hereafter, CharterHouse is called Lyon).

The concept is to create a "last year" Company ID and to select it for processing when you need to see information that is purged (deleted) by year-end processing.  Here are some reasons for doing this:

  1) an employee loses her W-2 and you need to print another.
  2) a vendor claims you didn't pay and you need to find the check 
    number of the check you sent.
  3) a closed year is being audited.

Since neither Order Entry nor Purchase Order has a Year End proceedure, it is not necessary to copy any of their data files.  If you do not own or do not use a particular module, you may safely ignore instructions to copy data files for it.

Lyon names its data files after the module.  Thus, Accounts Receivable files have extensions (Windows uses "type") of "AR".  For example, CUSTOMER.AR or TRX.AR are Accounts Receivable files because they end with ".AR".  The only module that "violates" this convention is Manufacturing - its files are also ".AR".  Our Payroll module also creates backup files as ".PRB" but, because they ARE backups, you do not need to copy them.

Begin by creating a Company ID for your Year 2000 data.  You may call it anything you like, but I suggest you use YE2000 - meaning "Year Ended 12/31/2000".  Go to Master Menu (F2 #3) and INQUIRE your current Company ID.  Although it is not absolutely necessary, I STRONGLY urge you to make sure that all of the FILE LOCATIONS are set to 1 (one) because Windows is really a network even if your computer is standalone.  Hit A to ADD, type YE2000 and hit ENTER.  In the NAME field, type "!! DO NOT PROCESS THIS INFO !!" (or similar) as a reminder for when this Company ID is selected for processing.  Hit F1 to PROCESS.

ESCAPE back to Master Menu and (F2 #2) SELECT the Company ID YE2000 for processing.  Create data files for any one module (F3 #5) (I use the GL module because it has the fewest files) for this new company.  When you type in the password and hit ENTER, you MUST verify that the new files will be created on the expected drive letter!  If not, use (F2 #5) COMPUTER DEFINITION to set the NETWORK DEVICE MAP's 9 locations to the correct drive.  When asked for the NUMBER OF RECORDS, just enter 1 (one) for each file.  You will be prompted to hit C to "create the directory"; Just Do It.

Reselect your real Company ID for processing (F2 #2).

Hit F6 function key.  This is not a displayed option in the Master Menu, but it starts the CHARTERHOUSE MENU UTILITY, so Just Do It, please.  Use the DOWN ARROW key to select 13 DOS COMMAND LINE and hit ENTER twice.  Your DOS prompt should now indicate that you are in the LYON directory.

In the following, the .. (periods) and     (spaces) are critical.  Type exactly what is printed, except that I don't know your Company ID, so I call it "COID" and you must substitute the real ID in place of "COID".  Also, this expects that you created a Company ID "YE2000"; if you used something else, use it instead.  Say "A" to any "OVERWRITE ?" prompt.

CD YE2000
COPY ..\COID\*.AP
COPY ..\COID\*.AR
COPY ..\COID\*.GL
COPY ..\COID\*.PR
CD..
EXIT
Hit <ENTER> to return to CHARTERHOUSE MENU UTILITY
Hit <ESCAPE> to return to Master Menu.

Alternatively, you might just copy ALL the data files.  Please make certain that you have sufficient free drive space for a complete copy.

CD YE2000
COPY ..\COID\*.*
CD..
EXIT

That's it.  Have a great new millennium!


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