Moneydance Archive, getting it right
Moneydance version 2010r3 (751) and Java version 1.6.0_21 on Windows XP
I've been using Moneydance since early 2009, and the list of transactions was beginning to get cumbersome. So, I decided to archive everything before September 1, 2009 (as my bank statements don't go any further back than that).
I checked "only archive cleared transactions"
I un-checked "keep old transactions"
I chose the file name and location to save
When I clicked OK, Moneydance took some time to save the transactions, then closed itself and reopened.
Unfortunately, now all my balances are completely off. Is there some way to "undo" my archive, or import the archive file back into my operating file?
Or am I seriously hosed? (meaning, I'll have to re-create all my transactions again).
Thanks!
Support Staff 2 Posted by Angie Rauscher on 27 Aug, 2010 11:27 PM
Ron,
The easiest way to get back to where you were is to open your most recent backup file prior to archiving, assuming you keep back files (which Moneydance by default does). Moneydance defaults to storing your backups in the same location as your data file, but if you changed the location you can still easily find them by going to File->Preferences->Backup. If you have backups, you need to first rename the file. It will be named something like Ron'sAccount.md-2010-08-27. Rename the file so it is Ron'sAccount.md. You should then be able to open the file with Moneydance and be basically back where you were prior to archiving.
As for the archiving issue- I was unable to re-create the problem on our test machine running Windows xp and the version of Java you are running. I am running build 752, but I am not aware of any bugs with archiving in build 751. Would you try archiving again (with a backup safely stored, of course) and see if the issue occurs again? If so let me know and we'll look into other possible causes of the issue.
I'm sorry for any inconvenience this has caused you, and please do let me know if I can be of further assistance,
Angie Rauscher
Moneydance Support
3 Posted by ron on 01 Sep, 2010 09:39 PM
Angie,
Thank you so much! For a while there I was really, REALLY unhappy with myself for doing something so stupid lol. After reading your instructions, I followed them, and thought "hey... I remember setting up this backup." whew!
All has been saved! :-)
Now that I'm back where I started, and haven't lost any data... Is there a way to archive all transactions prior to a certain date; delete those transactions in the current record, and NOT affect the current balances?
Thanks again.
Ron
Support Staff 4 Posted by Tom Freeman on 07 Sep, 2010 09:36 PM
Ron
Try this.
1. create an md archive folder in you document folder.
2. save your current md file in that folder. (if there is a problem you have this back-up)
3. try the archive function, browse and save the archive to the above folder
4. unselect the keep old transaction option
5 now hit ok.
This is the method I used to archive a test case.
Tom
5 Posted by bgorrell on 10 Oct, 2011 03:04 AM
Hello,
My question is similar to Ron's. I've been using Moneydance since 2008 and until recently was unaware of the "Archive" function. At the end of each fiscal year I'd simply copy my Moneydance file, rename it to reflect the new fiscal year and move on.
Of course each "new" FY file is larger than the previous files as it still contains all the transactions from the previous files. I'd like to make a series of archived copies of all the reconciled transactions from my current Moneydance file, but have a few questions?
I've learned from other discussions that "Investment" related transactions are not subject to removal during the archiving process. Am I correct in assuming that this also applies to other "Asset" related transactions such as real estate and precious metal purchases? How would things like capital improvements and accumulated depreciations for real property be affected? Also wondering about "Liabilty" related transactions such as loans, mortgage balances & etc.?
Ultimately I'd like to make archived copies from my current Moneydance file for FY's 2008, 2009 and 2010, but I don't want to lose transactions that affect investment and real assest balances. In hopes of avoiding a major screw-up I'm seeking some advice before beginning the process. Am I correct in assuming the "Archive" function in Moneydance behaves like the "Close Fiscal Year" function in my previous applications "Managing Your Money" and "Quicken"?
Thanks,
Barry
Support Staff 6 Posted by Ben Spencer on 10 Oct, 2011 03:54 PM
Hi Barry
You should not archive our data file if you are using accounts of type investment.
Archiving should not affect the balances of any of your accounts. Archiving will remove transactions from accounts and it will change the initial balance of those accounts to reflect the missing transactions. This is true for asset accounts as well as bank accounts. You cannot configure the archive function to leave the transactions in the asset accounts.
Different personal finance programs vary in how they implement archiving. I do not think that closing the fiscal year is the same as archiving.At least in some personal finace programs I have used closing the fiscal year only removed transactions from expense accounts and income account.
Unless you are having performance problems that you have attributed to having a very large data file. You may be better off leaving all your transactions in the same data file. You can click the filter at the top of the register to only show this years transactions.
Ben Spencer
Moneydance Support
Support Staff 7 Posted by Ben Spencer on 10 Oct, 2011 03:57 PM
I am afraid I have to take back that last point about using the register filter to only see this year. The filters were only available in MD2010 and later.
8 Posted by bgorrell on 12 Oct, 2011 02:40 AM
Thank you for clearing up my "Archiving" my questions. It appears there is no way of closing a Fiscal Year with Moneydance, which to me at least, is a basic functionality of any financial management application.
Could you please comment on how difficult it might be to add a FY closing function to Moneydance? I'm not a programmer, but on the surface it doesn't seem like it would be all that difficult to add such a function. If such a feature could be added easily is there any other reason for not doing so?
Support Staff 9 Posted by Ben Spencer on 12 Oct, 2011 12:19 PM
What exactly would you like FY closing to do? It is my understanding that the primary purpose of closing the FY was to avoid performance problems when computers were considerably slower and had much less memory. These days that is not really a concern.
Ben Spencer
Moneydance Support
10 Posted by bgorrell on 12 Oct, 2011 03:45 PM
First let me thank you for your interest in this issue. Managing Your
Money and Quicken for Mac 2007 were the only two personal financial
management apps with which I've had direct experience. The FY Closing
feature in those apps deleted all Income & Expense catagory
transactions except for those directly tied to Capital accounts such
as Real Property Assets, Investments, Mortgages, Long Term Loans and
Liablities. The closing process reset the starting balances to zero
in the affected income and expense registers.
Support Staff 11 Posted by Ben Spencer on 13 Oct, 2011 01:36 PM
Many thanks for the feedback. I have created a suggestion ticket in our issue tracking system proposing this feature.
Sincerely
Ben Spencer
Moneydance Support
12 Posted by jimmplsmn on 14 Oct, 2011 01:25 AM
So if we post here will that be considered a vote for it? (I'm an old MYMer myself. I really liked that program back in the day.)
Support Staff 13 Posted by Angie Rauscher on 14 Oct, 2011 01:59 PM
Jimm,
Yes, posting here is a vote. Thanks for your input, and please let me know if I can be of further assistance,
Angie Rauscher
Moneydance Support