SA Data Archive Purchase Orders Report overview

System Administrator > Data Archive Purge > SAD Reports > SADDP

Function acronym: SADDP

Use this report to archive all inactive purchase orders, canceled purchase orders, and inactive quotes for a selected date. Return Merchandise (RM) order types are also included.

The archive process archives data from these files:

  • Purchase order header record
  • Purchase order line item record
  • Purchase Order Entry OE/WT# record
  • Purchase order costing record
  • Purchase order addon record
  • Purchase order replenishment
  • Order notes
  • Line item comments

This table shows the criteria that determines if a record is archived:

Record Criteria
Purchase order (PO, AC)

Costed date

Closed-Stage 7

Canceled order

Last transaction date

Canceled-Stage 9

Receiver # record

Entered date

Order must be Closed-Stage 7 or Canceled-Stage 9

Direct order (DO)

Costed date

Tied sales order must be Paid-Stage 5 or Canceled-Stage 9

Quote order (QU)

Last transaction date

Entered-Stage 0

Blanket order (BL)

Last transaction date

Entered-Stage 0

These conditions must also be met:

  • Any costing or addon records must be canceled or meet the same criteria, which is Stage 7 or 9.
  • All blanket orders (BL) must be fully released.

Purchase orders that are tied to sales order or warehouse transfer can be purged. The sales order or warehouse transfer is not archived or purged.

If a purchase order has serial or lot products, the order suffix that is stored on the associated Inventory Control record is changed to -99. This prevents serial or lot records from being associated with future orders with the same purchase order number.

All purchase order suffixes must meet all criteria for the original purchase order to be eligible for archiving.

Caution: 
Use caution when you use this report on consignment purchase orders that are not paid in full. If these type of purchase orders are deleted, the detail of amounts paid and still due are lost.