> Maintenance / Archiving data / Archiving projects overview

Archiving projects overview

Once you have finished with a project in Sage 200, you can archive it. This marks a project as finished and prevents further transactions being posted to it.

An archived project remains stored in Sage 200, but is not visible and cannot be selected when processing new transactions or running reports or enquiries. You can view details of your archived projects using the archived reports. If necessary, you can resurrect an archived project; e.g. if you need to post transactions to it at a later date, or if it has been archived in error.

When a project can be archived

If you are not using statuses with your projects, you can archive a project at any time.

If you are using statuses with your projects, you can only archive a project when the project and all the groups, items and sub-projects in its structure have one of the following:

A status that allows Archive / Delete.
A Not Applicable status.
No status. This occurs when you are not tracking the status for a particular group or item.

You can archive a sub-project. You remove it from the parent project first. To prevent costs or revenue transactions being posted to a sub-project, you apply a status with Allow Archive / Delete selected to the sub-project. You can continue to enter cost and/or revenue transactions to the parent project.

How existing transactions are processed for an archived project

You can archive a project which has outstanding transactions assigned to it. However, some of these existing transactions cannot be processed after archioving. This depends on whether you are tracking statuses for the archived project.

See a table showing whether transactions can be processed, once the project is archived

Existing transactions that are assigned to an archived project	Tracking statuses	Not tracking statuses
Timesheets and expenses	Yes	Yes
Sales Ledger and Purchase Ledger batch transactions	No The batch cannot be committed.	Yes
Sales orders and returns	Yes	Yes
Quotations - free text items	The converted sales order is not assigned to the project.	The converted sales order is not assigned to the project.
Purchase orders and returns - standard items	The order can be received and invoiced. Stock cannot be allocated to the project.	The order can be received and invoiced. Stock cannot be allocated to the project.
Purchase orders - free text items	The order can be received. The invoice cannot be posted to the project.	Yes

How to archive your project

If you are using project statuses:
1. Create a status with Allow Archive / Delete selected, using the Maintain Project Statuses window.
  See Create project statuses.
2. Apply the status to the project and all sub-projects, groups and items in the project's structure, using the Amend Project Status window.
  See Apply a status to your projects, groups and items.
Outcomes of setting a status on a project with Allow Archive/Delete selected
- You can still view the project using project enquiries and reports.
- You cannot enter new transactions against the project, such as invoices, sales and purchase orders, or bills.
- You cannot process the following existing transactions if they are assigned to the project:
  - Sales and purchase ledger batch transactions.
  - Purchase invoices for free text items.
Select the projects that you want to archive from the Archive Projects window. See Archive your project.
Outcomes of archiving a project
- The project will not be available to select on project reports and enquiries.
- No new transactions can be entered against it.
- Any transactions assigned to the archived project cannot be reversed.
- The project will only be included on the Project (Archived )workspace.
- The project will not appear on the desktop lists.

How to resurrect an archived project

Select the projects that you want to resurrect from the Resurrect Project window.

See Resurrect an archived project.
If you are using project statuses and want to enter cost and revenue transactions for the project, apply a status to the project that allows costs or revenues.

See Apply a status to your projects, groups and items.