Backup your Data files before you begin your cleanup! Delete General Ledger Account History. Page 1

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1 Database Clean-up (Optinal) The fllwing items can be dne at ANY time during yur Fiscal Year. Befre yu start yur Database Clean-up, please verify that yu are n the mst recent versin f Eclipse. If yu see a message n the Wrk Center Page in Eclipse that states "Eclipse Update Available" yu are nt n the mst current versin. Backup yur Data files befre yu begin yur cleanup! If a full backup is nt available at this time, run the 6.1 Eclipsebackup.exe. (Refer t the 2 nd page f the Eclipse 6.1 Backup Instructins sectin f yur Eclipse Training Manual fr further infrmatin). Nte: This will create a restre pint f data but des nt backup the Attachments, Letters, and etc. in the Eclipse flder n the server. A prper backup f all these flders n the server shuld be verified with yur hardware tech t ensure safe strage f this data fr future reference. ***This backup shuld be renamed after it is created t create a backup that will nt be verwritten when the Eclipsebackup.exe is run again in future steps. Delete General Ledger Accunt Histry *(Only applicable t agencies using the General Ledger) The decisin whether r nt t delete GL histry and fr what time frame is up t the agency. This decisin shuld be made befre starting the GL histry deletin. Please read the inf prvided belw carefully befre prceeding. This step prints and/r permanently deletes general ledger accunt histry up t a specified date. Once general ledger histry has been remved, transactins may nt be backdated prir t that date. The General Ledger Accunt Statements shuld be printed r saved and kept indefinitely fr accunt infrmatin and audit trails. Once General Ledger Accunt Statements have been deleted, the histry f thse GL accunts can n lnger be accessed fr cmparative reprting purpses. If yu wish t cmpare the current fiscal year with yur previus fiscal year n yur GL Trial Balance, general ledger histry fr tw years shuld be retained in Eclipse. While keeping at least tw years f GL histry fr cmparative reprt ttals is necessary, fr a cmplete audit trail, it is strngly recmmended a ttal f seven t ten years be kept in Eclipse. The General Ledger Statements cannt be run fr the Remve ptin until the Daily Reprt, GL Psted Transactin Reprt, has been cleared. All Eclipse users must be lgged ff f Eclipse t prceed with the remval f General Ledger Histry. T prceed with the deletin f the General Ledger Histry; Click Reprts n the Buttn Bar Reprt Type = Accunting Reprt = General Ledger Accunt Statements Reprt In the field, Date (MM/YYYY), use the fiscal year-end mnth fr the date histry shuld be deleted thru. This will delete histry n all General Ledger accunts in the database with histry that has an entered date thru the date specified.***the Frm and Thru Dates ptin can nly be used when the Reprt Type is Transcript; it cannt be used fr remval f GL histry. Reprt Type = Remve. When yu click n Create, this reprt will autmatically be saved fr future reference in the Eclipse Reprt Histry. ***This histry can be fund under the Reprt Type - Accunting under Reprt Histry at the bttm f the screen. T see all the saved histry fr the General Ledger Accunt Statements Reprt, highlight the rw fr the reprt title and click n Reprt Histry. When the reprt cmes up n the screen yu may chse t print the infrmatin r Page 1

2 click Clse. ***This reprt may be very large; printing the reprt wuld be at the agency s discretin. When asked, Are yu sure yu are ready t delete these GL Transactins? Click Yes. The deletin prcess may take time especially if yu are deleting a lt f data. Delete Custmer Histry The decisin whether r nt t delete custmer histry and fr what time frame is up t the agency and shuld be decided befre starting the custmer histry deletin prcess. Please read the inf prvided belw carefully, befre prceeding. The Custmer Transactin Histry Remval Reprt deletes the transactin histry stred n the Custmer Transactin Histry windw fr all custmers thrugh the date specified. Once Custmer Transactin Histry has been deleted, the histry f thse custmer accunts can n lnger be accessed fr data reprting purpses. All reprts in Eclipse that access data stred in specific transactinal histry data n the custmer will n lnger be accessible. While keeping at least tw years f GL histry fr cmparative reprt ttals is necessary, fr a cmplete audit trail, it is strngly recmmended a ttal f seven t ten years be kept in Eclipse. All Eclipse users must be lgged ff f Eclipse t prceed with the remval f Custmer Transactin Histry. T prceed with the deletin f the Custmer Transactin Histry; Click Reprts n the Buttn Bar Reprt Type = Utilities Reprt = Custmer Transactin Histry Remval. In the date field enter the date t remve all histry thrugh (example mm/dd/yyy) Verify Custmer equals Y fr all custmers. This will delete histry n all custmers in the database with histry that has an entered date thru the date specified. Reprt Optin = Remve. When yu click n Create, this reprt will be autmatically saved in the Eclipse Reprt Histry. ***This histry can be fund under the Reprt Type- Utilities under Reprt Histry at the bttm f the screen. T see all the saved histry fr the Custmer Transactin Histry Reprt, highlight the rw fr the reprt title and click n Reprt Histry. When the reprt cmes up n the screen yu may chse t print the infrmatin r click Clse. ***This reprt may be very large; printing the reprt wuld be at the agency s discretin. When asked, Are yu sure yu are ready t clear the histry? Click Yes. The deletin prcess may take time, especially if yu are deleting a lt f data. Delete Histry f Bank Statement Data *(Only applicable t agencies using the General Ledger) The decisin whether r nt t delete Bank Statement histry and fr what time frame is up t the agency and shuld be decided befre starting the Histry f Bank Statement deletin prcess. Please read the inf prvided belw carefully, befre prceeding. The Check/Depsit Deletin Reprt deletes the check and depsit histry stred under Histry f Bank Statement fr all checks and depsits with an effective date LESS than r EQUAL t the date specified. Once the Check/Depsit Deletin Reprt has been run fr the Final Reprt Type, the histry f thse checks and depsits can n lnger be accessed fr verificatin purpses. Fr a cmplete audit trail, it is strngly recmmended a ttal f seven t ten years be kept in Eclipse. T prceed with the deletin f the Histry f Bank Statement date; Page 2

3 Click Reprts n the Buttn Bar Reprt Type = Checkwriter Reprt = Check/Depsit Deletin Reprt Accunt = All - this will delete bank statement histry fr all checking accunts. Accunt specific- this will delete bank statement histry fr the checking accunt specified. In the date field enter the date t remve all histry thrugh (example mm/dd/yyy). This date is based n the effective date f the check entered. Reprt Optin = Final. When yu click n Create, this reprt will be autmatically saved in the Eclipse Reprt Histry. ***This histry can be fund under the Reprt Type- Checkwriter under Reprt Histry at the bttm f the screen. T see all the saved histry fr the Check/Depsit Deletin Reprt, highlight the rw fr the reprt title and click n Reprt Histry. When the reprt cmes up n the screen yu may chse t print the infrmatin r click Clse. ***This reprt may be very large; printing the reprt wuld be at the agency s discretin. When asked, Are yu sure yu are ready t clear the histry? Click Yes. The deletin prcess may take time, especially if yu are deleting a lt f data. Backup yur Data files befre yu cntinue yur cleanup! Because the Eclipse Utility is used t change r delete large amunts f data frm yur Eclipse database, make sure yu have a valid backup f yur Eclipse database and files befre prceeding! A backup created prir t this step shuld be renamed, t avid verwriting prir backups. If a full backup is nt available at this time, run the 6.1 Eclipsebackup.exe. (Refer t the 2 nd page f the Eclipse 6.1 Backup Instructins sectin f yur Eclipse Training Manual fr further infrmatin). Nte: This will create a restre pint f data but des nt backup the Attachments, Letters, and etc. in the Eclipse flder n the server. A prper backup f all these flders n the server shuld be verified with yur hardware tech t ensure safe strage f this data fr future reference. ***This backup shuld be renamed after it is created t create a backup that will nt be verwritten when the Eclipsebackup.exe is run again in future steps. Eclipse Utility 6.1 The Eclipse Utility prvides the ability t delete dead custmers (custmers with n histry, plicies, etc.), prspects, cancelled plicies, plicy histry, ACORD Frms (with r withut Certificates) and ld claims. Once any f this data is deleted it can n lnger be accessed fr data reprting purpses. Please read the inf prvided belw carefully befre prceeding. All users must be lgged ff f Eclipse t prceed with the Eclipse Utility. Any user attempting this utility must have prper security t lgin in. When yu have made yur selectins, yu can chse single r multiple items t prcess, cnfirm that yur chices are accurate and then click n the Prcess Selected Items buttn. Eclipse will prmpt yu with a Warning message, D yu have a gd backup? If yur respnse is N we suggest yu click N, clse ut f the utility, run yur backup and prceed with running the utility after the backup is cmplete. If yu d have a gd backup, Click Yes. When the utility has cmpleted prcessing, the Eclipse System Utility windw will pen t shw Prcessing Cmplete, Click OK. A File Maintenance Reprt will be generated and shws a listing f the items that have been deleted frm yur Eclipse database. These reprts will be saved autmatically in Reprt Histry in Eclipse. ***This histry can be fund under the Reprt Type - All Reprts, under Reprt Histry at the bttm f the screen. Page 3

4 If n actual deletins have been dne, the message Deletins are cmplete, n reprt will be generated will appear. Click OK t clse ut f this windw. T prceed with the Eclipse Utility Deletin: Click yur Windws Start buttn Select All Prgrams - Eclipse 6.1 Flder - Eclipse Utility 6.1 When the Eclipse System Utilities windw pens, lg in with yur Eclipse username and passwrd and Click OK. Click the File Maintenance buttn. When Prmpted This ptin MAY take 60 minutes r mre t cmplete, depending n database size and netwrk speed. D yu want t cntinue? Click Yes. Detailed explanatins f the ptins are listed belw. Delete Plicy Images This ptin will delete Plicy Images listed LESS than r EQUAL t the date specified fr deletin. If there is nly ne image n the plicy, that image will nt be deleted, even if it meets the date selected fr the deletin date. This will leave ne plicy image PRIOR t the date selected fr deletin. T Prceed: Place a checkmark in the Delete Plicy Images bx and enter in a deletin date. Click Prcess Selected Items t delete Plicy Images specified by the date. If there were deletins t prcess, n reprt will be generated after deletins are cmplete. A message will be generated that says Prcessing Cmplete, n reprt will be generated, Click OK. If there was n data t delete, a message will state that N cleanup was dne/needed with the ptins selected Click OK. Prcessing Cmplete! Click OK. Page 4

5 Delete Cancelled, Inactive, and Nn-Renewed Plicies If the plicy has dcumentatin and/r reminders it will nt be deleted, even if it meets the date requirements listed belw. A new plicy that has nt yet been activated by billing is inactive and wuld be deleted in this prcess. Cancelled plicies must have a cancellatin date LESS than r EQUAL t the date specified fr deletin. Inactive and Nn-renewed plicies must have an expiratin date LESS than r EQUAL t the date specified fr deletin. T Prceed: Place a checkmark in the Delete Cancelled, Inactive, Nn-renewed Plicies bx and enter a deletin date. Clicking Prcess Selected Items will delete all plicies marked as Cancelled, Inactive r Nn- Renewed having an effective date LESS than r EQUAL t the date specified fr deletin. If there were deletins t prcess, a reprt will be generated after deletins are cmplete that lists the Cancelled, Inactive and Nn-Renewed plicies that were deleted. A message that says Prcessing Cmplete! will shw, Click OK. If there was n data t delete, yu will get a message that says N cleanup was dne/needed with the ptins selected Click OK, then Prcessing Cmplete! Click OK. These reprts will be saved autmatically in Reprt Histry in Eclipse. ***This histry can be fund under the Reprt Type- All Reprts, under Reprt Histry at the bttm f the screen. Delete Acrd Frms This ptin will delete ACORD Frms that have an entered date LESS than r EQUAL t the date specified fr deletin. It is suggested t verify yu have a gd backup f yur ACORD Frms directry befre prceeding, as this prcess deletes the actual ACORD frms frm the ACORD Frm directry as well as the links in the database. The default selectin des NOT include the deletin f ACORD25 Certificates f Insurance, as by law, must be kept fr 10 years. By placing a checkmark in, Include Certificates fr Deletin, certificates will als be deleted. T Prceed: Place a checkmark in the Delete ACORD Frms bx and enter a deletin date. If yu place a checkmark in the Include Certificates fr Deletin, certificates will als be deleted. Click Prcess Selected Items t delete ACORD Frms LESS than r EQUAL t the date specified fr deletin. If there were deletins t prcess, n reprt will be generated after deletins are cmplete. A message will be shw that says Prcessing Cmplete, n reprt will be generated, Click OK. If there was n data t delete yu will get a message that says N cleanup was dne/needed with the ptins selected Click OK. Prcessing Cmplete! Click OK. These reprts will be saved autmatically in Reprt Histry in Eclipse. ***This histry can be fund under the Reprt Type- All Reprts, under Reprt Histry at the bttm f the screen. Delete Claims This ptin deletes claims that have a Settled Date n the claim that is LESS than r EQUAL t the date specified fr deletin. It als allws fr claims that meet the criteria t be deleted that have dcumentatin and/r reminders attached. Page 5

6 T Prceed: Place a checkmark in the bxes that apply t hw yu want t prcess yur selectin. Mre than ne selectin may apply. Delete W/O Dcs r Reminders = If yu want t delete Claims withut any Dcumentatin and/r Reminders attached. Delete W/Dcs = If yu want t delete Claims that have Dcumentatin attached. Delete W/Reminders = If yu want t delete Claims that have Reminders attached. Click Prcess Selected Items t delete all claims that have a status f Clsed thru the date yu entered. If there were deletins t prcess, a reprt will be generated after deletins are cmplete that lists the Claims that were deleted. A message that says Prcessing Cmplete! will shw, Click OK. If there was n data t delete yu will get a message that says N cleanup was dne/needed with the ptins selected Click OK, then Prcessing Cmplete! Click OK. These reprts will be saved autmatically in Reprt Histry in Eclipse. ***This histry can be fund under the Reprt Type- All Reprts, under Reprt Histry at the bttm f the screen. Delete Prspects This will search the database fr entries that have been marked Prspect that have n claims, histry, plicies, ACORD frms, accunts receivable balance r certificates templates. This ptin deletes Prspects that have a Date Opened n the prspect that is LESS than r EQUAL t the date specified fr deletin. T Prceed: Place a checkmark in the bxes that apply t hw yu want t prcess yur selectin. Mre than ne selectin may apply. Delete W/O Dcs r Reminders = If yu want t delete Prspects withut any Dcumentatin and/r Reminders attached. Delete W/Dcs = If yu want t delete Prspects that have Dcumentatin attached. Delete W/Reminders = If yu want t delete Prspects that have Reminders attached. Clicking Prcess Selected Items will delete these entries. If there were deletins t prcess, a reprt will be generated after deletins are cmplete that lists the Prspects that were deleted. A message that says Prcessing Cmplete! will shw, Click OK. If there was n data t delete yu will get a message that says N cleanup was dne/needed with the ptins selected Click OK, then Prcessing Cmplete! Click OK. A reprt that shws all the Prspects that were deleted will be saved autmatically in Reprt Histry in Eclipse. ***This histry can be fund under the Reprt Type- All Reprts, under Reprt Histry at the bttm f the screen. Delete Dead Custmers This will search the database fr custmers that have n claims, histry, plicies, ACORD frms, accunts receivable balances r certificate templates. Custmers will nt delete if they have either dcumentatin r reminders, BUT yu can decide t delete dcumentatin and reminders n dead-filed custmers. Page 6

7 T Prceed: Place a checkmark in the bxes that apply t hw t prcess yur selectin. Mre than ne selectin may apply. Delete W/O Dcs r Reminders = If yu want t delete dead custmers withut any Dcumentatin and/r Reminders attached. Delete W/Dcs = If yu want t delete dead custmers that have any Dcumentatin attached. Delete W/Reminders = If yu want t delete dead custmers that have any Reminders attached. Clicking Prcess Selected Items will delete any custmers that meet the criteria selected. If there were deletins t prcess, a reprt will be generated after deletins are cmplete that lists the Dead Custmers that were deleted. A message that says Prcessing Cmplete! will shw, Click OK. If there was n data t delete yu will get a message that says N cleanup was dne/needed with the ptins selected Click OK, then Prcessing Cmplete! Click OK. A reprt that shws all the Dead Custmers that were deleted will be saved autmatically in Reprt Histry in Eclipse. ***This histry can be fund under the Reprt Type- All Reprts, under Reprt Histry at the bttm f the screen. When dne with all the prcessing, Click Clse in the File Maintenance windw. Click Clse frm the Eclipse Menu t exit the Eclipse Utility. Users in Eclipse will nt be able t lg int Eclipse until the Eclipse Utility has been exited. Page 7

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