Q: How do I keep previous years´ accounts on the system so they can be viewed after year-end closing?

A: There are many simple ways to set up previous year accounts on the business package. They all use the same basic concept, but the particulars can vary.

The basic concept is to make a copy of the data files in to a different directory at the end of the fiscal year, after all posting is complete, but before doing the year-end closing. Then you create a batch file to start up the package which has the directory names of the old files instead of the current files.

Here is one possible way to do it.

(By the way, in this discussion, the word directory is synonymous with the word folder as used in Windows 95/98).

1) There is a directory named BUSPKG. Inside that directory there are at least six other directories named JCSRCE, JCPROG, JCFILE, GLSRCE, GLPROG, GLFILE. The ones that contain the data are JCFILE and GLFILE. Create two more directories named JCFILE98 and GLFILE98, for example.

2) After completing all posting but before doing the year-end closing, copy the JCFILE and GLFILE files into the corresponding JCFILE98 and GLFILE98 directories. If you have already done the year-end closing, you may have these files on backups somewhere.

3) Find the Windows 95 shortcut (if you are using Windows 3.1x it is called a Program Manager Icon) that you use to start up the Business Package. Look at its properties to find the name of the bat file that starts up the package. Usually it is in the C:\BAT directory and named MENU.BAT, but it could have a different name and location.

4) Make a new copy of the bat file, for example MENU98.BAT. Make a new shortcut that runs that bat file when you double-click it. If you are running Win95/96, in the shortcut's properties click on the Memory tab and change the setting for Initial environment from Auto to 1024. (If you are in Windows 3.1x you don't have to do this). Click on the Program tab and check the Close on exit box.

5) Edit the MENU98.BAT file using an editor such as Notepad or DOS EDIT. There are commands that start with the word SET. Two of the commands are for setting JC2 and GL2. Find those lines in the file. Normally they look something like:

SET JC2 C:\BUSPKG\JCFILE

SET GL2 C:\BUSPKG\GLFILE

Change these to set the path for the new directories you created:

SET JC2 C:\BUSPKG\JCFILE98

SET GL2 C:\BUSPKG\GLFILE98

Exit and save the bat file.

6) Now when you double click the new shortcut it should start up the business package using the old data files instead of the current ones.

7) Each year you will want to repeat this procedure, creating new directores for '99, '00, etc.