Eve 'n You can
Restore files after an Accidental Year End Close
WARNING : THIS IS AN ADVANCED USER ARTICLE !!!
PLEASE MAKE A BACKUP BEFORE BEGINNING!!!
WARNING : THIS IS AN ADVANCED USER ARTICLE !!!
Honestly, this month I think some of you are ready to stop playing
in the sandbox and head out with the big kids. I thought I’d
test this idea by letting out a little more advanced secret about
TOPS.
WARNING : THIS IS AN ADVANCED USER ARTICLE !!!
Have you ever accidentally closed the
year when you didn’t mean to?
If you call TOPS Support, this is how we would usually help you:
Restore the GLBACK.
1) Check which drive is the server drive by viewing Help, System
Diagnostics, Server Drive; for example: T:\TOPS2000\. Then, go to
the community folder; for example: T:\TOPS2000\XX. In the community
folder will be a "GLBACK"
folder. Open the folder, at the top of the folder click on "VIEW"
and from the dropdown choose "DETAILS"- Then on the top
right side of the window, click on the column header labeled "DATE
MODIFIED"- This will line up the folders in order by TIME &
DATE!!! Find the file from THAT DAY that was the earliest in THAT
DAY!!!
2) HAS ANYONE WORKED IN THIS COMMUNITY SINCE THE ACCIDENTAL or
PURPOSEFUL CLOSE???
***if YES, go to step (3) if NO, go to step (4)
3) Before restoring be aware that this file will overwrite ONLY
activity in the GL, but that it will overwrite ALL activity in the
GL since the day the year was actually closed, NOT as of Jan 1.
Say the year was closed as of MARCH 7th, it will over write from
MARCH 7th. You will need to do Journal Entries to the GL to put
back the overwritten data.
To make this easier on you - Print a GL with detail for those days
that will be overwritten, so that you can compare it to the GL after
the GLBACK is restored and be able
to more accurately re-enter those GL entries. Entries can be matched
by amount, credit & debits, and source & reference.
4) Back to the GLBACK folder - When
extracting the GLBACK file, make
sure it is extracted directly INTO the community folder. You WILL
get a pop up that asks if you want to overwrite existing files,
answer YES TO ALL.
5) When done, close all windows and make sure to go back into TOPS
and change the accounting period to the correct year and month as
the restore does not do this for you.
The end.
by Eve DuBose,
Support Technician
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