There are a couple of methods for accessing past year data within CMI Fixed Assets. Today we're going to discuss one of the easiest methods for creating past year files under the Select Company screen. This method is a handy way to have current and past year files all at your fingertips.
First, you'll want to open your current company within CMI Fixed Assets. You'll notice my Demo company shown in the photo below is my 2013 file. Now we'll make a copy of the current year. {Make sure all of your Depreciation Schedules have been run for the most accurate data to be copied.}
Choose the Year End icons on the left hand side of your screen and then select Copy Company. Copy Company can also be found under File | Copy Assets | Normal Copy.
The Copy Assets screen will pop up as shown below. You'll want to make sure that the 'Copy Company from folder' gets copied and pasted down into the 'Copy Company to folder'. In other words you want the second line, the to folder, to match the top line, the from folder.
Select the option 'Copy One Company at a Time'. The Company Number copied from will automatically be populated with your current company. You'll want to leave that as is. The Company Number Copied to will need to be changed to the past year file that you're trying to create. In this case since my current year is 2013, the year I am getting ready to close, I named my file DEMO2013 so I know what year that file represents. Then click Copy in the top right corner.
A Question screen will then pop up asking if you want to copy the company backup data (assuming your current company has backup files available). I always choose yes since backup data can come in handy and doesn't take up much space on your computer or server.
The copy process will then complete and you'll be back at the Copy Assets screen. Here just click Exit.
Now we'll complete the process for closing our current year end, in this case I'm closing my 2013 file. Again choose the Year End icons on the right side of your screen and then the Year End Close icon. Year End Close can also be found under File | Year End Close.
The Year End Close dialog box will pop up. As long as all of your Depreciation Schedules have been printed the Close Year End button will be available. If any of your schedules say 'Not Printed' you'll need to run that schedule to the screen and then come back to the Year End Close process. Click the Close Year End button.
You can now follow through the prompts of the Year End Close wizard. They include such items as Deleting Prior Year Dispositions and performing a backup of your company.
Now you'll notice my current file has rolled over from 2013 to 2014 indicating that the Year End Close is complete.
Using the process we've just discussed I now have a file for last year (2013) that I can easily open and use to print prior year reports or look at other prior year data. I also have a current company (2014) available to continue with my fixed assets for the current year.
Now, next year I can perform this process over again to create a 2014 file for my past year and then roll over the current year to 2015. This creates a database of each past year under my Select Company screen that is easily accessible.
If you have any questions on this process or would like to discuss anything within CMI Fixed Assets please contact us at 1-800-678-3658.
