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VT Transaction+

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Archiving old transactions

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If the size of the VT Transaction+ file (.vtr file) for a company is becoming quite large due to the volume of transactions, you may want to consider archiving older transactions.

There are two ways of doing this. Method 1 is quicker and simpler, but Method 2 reduces the size of the file more, so the method you choose will depend on your requirements.

Method 1: Purge transactions to a specified date

Select File>Maintenance>Purge Transactions, and enter the date up to which you want transactions to be purged. This will summarise all transactions up to that date into a single journal with the reference beginning with PGS.

Method 2: Make a copy of the file excluding transactions

Select File>Make copy excluding transactions. This does exactly what it says, in making a copy of the file without any transactions, so all your customer/supplier data etc. is retained. This is best done at the start of a new financial year.

You can then bring in your opening balances for each account, by selecting Edit>Import Trial Balance and importing the closing trial balance from your old VT Transaction+ file, as a CSV file.

A closing trial balance can be obtained by selecting Display>Trial Balance, copying the report to a spreadsheet, then saving the spreadsheet as a CSV file. The CSV file should have the following format:

Column A: Account code (or name)

Column B: Account description (optional)

Column C: Debit amount

Column D: Credit amount