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Shorten Cashbook

If you have been using Agrimaster for a long time, your file may become unstable and report unusual issues or error messages. It may also become too large to be emailed to your accountant or consultant. 

You may be advised to shorten your cashbook by your accountant, consultant or Agrimaster support staff in order to rectify these issues. 

What does shortening your cashbook do?

  • Reduces the size of the file
  • Removes old transaction records
  • Allows you to remove codes, enterprise and allocations that are no longer used after the shortening
  • Removes all data from years prior to shortening 

In addition, if your internet speed is poor, you may need to shorten your file to use m:drive, Mastergroup’s online backup and restore service. Read more about m:drive 

Shorten Cashbook Checklist

Before shortening, we recommend you: 

  • Rename (using Save file as…) your existing/unshortened file (e.g. <your farm> Historical)
  • Run a Rebuild File to identify and help correct any errors
  • Back up your unshortened file
  • Decide on when you want your new file to start (farm year or financial year and which year you want) bearing in mind that you should only maintain the file for the Tax Audit period 

How to shorten the file 

  1. Ensure that you have the original file open
  2. Go to Home 
  3. Click Setup & Tools 
  4. Click Shorten Cash Book 
  5. On the Shorten Cash Book window, choose the month that the shortened file will start by selecting the required month in the Select FIRST month of new file picklist and click the green tick 
  6. You will then see a message box similar to the following, click OK 
  7. You will see a final warning   

    • If you do not wish to proceed, click No
    • If you do wish to proceed click Yes

      Note: Prior to clicking Yes, ensure you have completed all steps in the checklist shown above 

  8. The cash book will now be shortened. This make take a few moments. When the shorten process is completed, the following screen will be displayed. Click OK  

After shortening your file, you should: 

  • Check that the opening balances of all bank accounts are correct to the bank statements
  • Check that the statement opening balances for the current month being reconciled is correct for every bank account
  • Run a Rebuild File
  • Back up your new file

 

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