This document explains how to archive invoice transactions and payment transactions from the Accounts Receivable module.
All transactions with transaction code 10 (Customer invoice – AR) and 20 (Payments received – AR) in the general ledger that meet these two requirements are archived:
Summary invoices with totals are created in accounts receivable for all archived transactions, one new invoice for all transactions with the same values in the following fields:
The accounting date, invoice date, and due date of the summary invoice are equal to the last date of the To period selected for the archiving run. However, if the original invoice year is not the same as the year of the To period, the last date of the original invoice year is used instead.
One summary voucher per fiscal year is created in the general ledger. All archived customer invoice records are updated with AR information category number 234, which stores the voucher number of the summary voucher in order to retain an audit trail.
If the 'Print changes' check box was selected for the filing type used, a list of archived invoices (GLS807PF) is also printed.
The balance from the report of archived transactions equals the journal balance, per year and as a total.
If the Parallel invoice number function is used for customer invoices, the table is archived together with the sales ledger.
These tables are archived:
System performance is enhanced as a result of the freed disk space. You can continue to archive transactions from other modules as described in Archiving Financial Transactions.
Start 'General Ledger. File' (GLS800/B).
Select a combination of filing type and filing category 3 (the latter reserved for accounts receivable transactions).
On the E panel, enter the period up to which transactions will be archived and a voucher text for the summary voucher to create.
Press Enter to submit the job.
The archiving status indicates the progress:
01 = Query created
02 = Work table FGL806 created
03 = Work table FGL807 created
04 = Printout GLS807PF completed
05 = Work table FCR040 created
06 = Program GLS040 started
07 = GLS040 finished; FCR040 deleted
08 = Work tables deleted, archiving completed.
If, for any reason, the job ends abnormally, select one of these alternatives: