How-To Time: Utility Billing Live Access Archiving

by: Jen Carlson, Installation Team Lead/Senior Support Specialist

If you are experiencing slowness or have used BMS Utility Billing software for many years, it might be in your best interest to optimize speed and space by Live Access Archiving. If you are interested, just contact Utility Billing Support and we will turn the proper parameter on for you, and then you can take it from there.

Live Access Archiving is designed to speed up the following processes:
1. Accessing interfacing applications from within Cash Receipting – Ex: clicking on the UB button to enter receipts.
2. Backups
3. Reindexing
4. Running Reports, especially large ones

The process is very simple!

Archive Process:

Once the parameter is turned on, and everyone is out of the system and will stay out of the system, you will be ready to follow the steps listed below:

1. GO TO                  Actions | Procedures | Live Access Archiving



3. SELECT                 The target date (transactions OLDER than the date selected) and click OK

4. Let the process will begin!*

*Note:  This will take a couple hours.

Once the process is complete, all reports are sent to .pdf and are stored in a new folder named Arch001 within your I:\UB folder (or whichever drive your software lives on).

Things to Know:

  • The documents that will save in the folder are a ‘Before’ Current Balance Summary and a ‘Before’ Accounts Receivable Summary.
  • As the process runs, it will then save an ‘After’ Current Balance Summary and an ‘After’ Accounts Receivable Summary.
  • The final document saved is the Archive Log.  It will show a breakdown of everything that has been created: what time it was saved and whether or not it was successful.
  • Transactions can be viewed on individual accounts, but will no longer be reflected in report totals.

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