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The purpose
of archiving documents is to remove them from the current PO
/ Receipts listing based on the number of days specified in the POA Company
Profile.
We recommend
that these instructions be followed once each year as part of your fiscal
year end.
Archiving
and purging history setup:
In the
Company Profile you can define how many days to keep document current and
how many days after achieving before they can be purged;
Archiving and
purging do not happen automatically. Purging PO
history requires two steps:
1.
Archiving documents
2. Purging
from History
We recommend
that you do step 2 immediately following step 1. In this way you can use
one backup to cover both steps.
1. Archiving
Documents
This function
is found under Tools | Archive
Documents from the POA menu.
When selecting the Archive Documents, the following window will
appear:
To Archive
completed documents, click on the Archive
button. You will be asked to make a backup, we
strongly recommend that you do not skip this step.
Archiving
documents will remove completed documents that have been invoiced. Orders not yet invoiced cannot be
archived. Order that have been invoiced must also flagged
as Completed.
If this was
not done during the receipt process then you can find the Purchase Order in
the grid, right click on it and select the option of Complete. Using the
color grid you can tell which PO’s have
been completed, they are yellow;
2. Purge
from History
If you have
not just completed a backup in step 1 above we strongly recommend that you
do a backup before proceeding further.
From the Edit/View menu select History listing, click on the Purge button. The following window will appear:
The default
values come from your Company Profile setup (see example above). You can
change the values as required and then click on the Purge button. The
following window will appear.
After the
purging is completed, the following information window will appear to let
you know the number of documents have been purged from your system.
If there are
still completed purchase orders in your current listing, these have either
not reached the aging required for archiving, or the receipt document was
not entered as an Invoice, or the document is not actually flagged as
completed.
If you
require any assistance please feel free to contact us (regular service fees
may apply).
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