cms2SY Creating Multiple Companies for Archives

1. cms2SY Creating Multiple Companies for Archives Cougar Mountain SoftwareProfessional Version

2. Creating Multiple Companies for Archives Creating Multiple Companies for Archives • You may find many reasons for creating new companies within your Cougar MountainSoftware, including making it easier for you to run reports for prior calendar or fiscal years. • When you close the year in General Ledger and/or Payroll, you will lose the ability to easilygather data in some of the existing reports within the software for periods that are no longerwithin your 3-year fiscal calendar. You have two options by which you can retain the previous year’s data. • The first is by creating a new company and copying your data files into this new company prior to closing. With this option you can continue to run reports in the new company as if it were still the old year. The option is to use the Copy Company Utility available.

3. For more information on using this utility, refer to you user’s guide. • If you select the first option, for the name of this new company, select something that will make it easy for you to know what data is stored here. • For example, if you will be storing calendar year 2008 AP and Payroll data, you might call it Y08. For your company’s fiscal year 2008 data, you might use F99.

4. To create your new companyand copy your data To create your new company and copy your data: • 1. Create a new company, as discussed in the Cougar Mountain Accounting, FUNDAccounting, or Point of Sale User’s Guide. For this example, we will assume we are gettingready to close our Payroll module for the calendar year 2008, so we will copy the data fromthe DMO company to a separate company, called Y08, before closing. • 2. At a DOS prompt, go to the drive and directory where your Cougar Mountain data is located, including the folder for your company. For example:C:\>CD CMSACTC:\CMSACT\>CD DMODATA • 3. Copy the data as indicated below, which will also rename the files so they will have the3-character company code of the new company as the first three characters of the filename.C:\CMSWIN\DMODATA>copy DMOPR*.* c:\cmswin\Y08\Y08PR*.* • 4. You will now be able to go to this new company (Y08 in this example), and run reports for Payroll as if it were always 2008, because you will not close this company.

5. Creating Multiple Companies for Archives • You may find many reasons for creating new companies within your Cougar Mountain Software, including making it easier for you to run reports for prior calendar or fiscal years. • When you close the year in General Ledger and/or Payroll, you will lose the ability to easily gather data in some of the existing reports within the software for periods that are no longer within your 3-year fiscal calendar. You have two options by which you can retain the previous year’s data. The first is by creating a new company and copying your data files into this new company prior to closing. With this option you can continue to run reports in the new company as if it were still the old year. The option is to use the Copy Company Utility available.