Archiving Receipts

If you have open receipts, you can archive them and remove them from the matching pool. You can also write off open receipts remaining in the application. Writing off a receipt leaves the receipt in the match pool. If you later receive an invoice for the written off receipt, the transaction can still be matched.

To archive or write off receipts

  1. Access Open Receipt Archive (MA180).
  2. Select the Company or Company Group.
  3. Use the following guidelines to enter field values:
    Process Level

    Type or select a process level to only include POs assigned to that process level.

    Receipt Date or PO Create Date

    Type or select the receipt create date range to include. At least one date range is required. If a single receipt or PO is entered as criteria, the date range is not required.

    Posting Option

    Select which account will be used when an item is matched but not received.

    Process Level Sequence

    Select whether to sort the report by process level.

    Update

    Indicates if you are running the report in update mode or report mode only. If left blank, No (report only) will default.

    Running the report in update mode creates general ledger transactions for posting.

  4. Access the Selection tab. Use the following guidelines to enter field values:
    Vendor or Vendor Attribute List

    Type or select a Vendor or Vendor Attribute List to include in the receipt archive. Select either Vendor or Vendor Attribute List, not both.

    Receiver

    Type or select a Receipt or Receipt Range to include in the receipt archive. Select either a Receipt or Receipt Range, not both.

    PO Number Select

    Select to Include All PO numbers, Exclude PO numbers, Include PO numbers from the PO Numbers listed below.

    PO Numbers

    Type PO Numbers to select their related receipts.

    PO Code Select

    Select to Include All PO codes, Exclude PO codes, Include PO codes from the PO codes listed below.

    PO Codes

    Type PO Codes to select their related receipts.

  5. Submit the job.

    The receipt archive program creates two reports:

    • A listing of receipts and the amount written off or archived.

    • A summary report that lists the general ledger accounts and the amounts posted to those accounts.

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