Archive Accounts Payable Transactions

This document explains how to archive invoice transactions and payment transactions from the Accounts Payable module.

Outcome

All general ledger transactions with transaction code 40 (Supplier invoices – AP) and 50 (Payments – AP) that meet the following two requirements are archived:

  • The invoice is completely paid (outstanding amount of zero).
  • Both the invoice and payment transaction for the invoice have a date before or equal to the last day in the To period selected for the archiving.

Summary invoices with totals are created in accounts payable for all archived transactions, one new invoice for all transactions with the same values in the following fields:

  • Year
  • Payee
  • Supplier
  • Accounting dimension 1
  • Currency.

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 AP information category number 422, 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 (GLS812PF) is also printed.

The balance from the report of archived transactions equals the journal balance, per year and as a total.

Tables Archived

The following tables are archived:

  • FPLEDG: Purchase ledger (transaction table)
  • FPLEDX: Purchase ledger, additional information (transaction table)
  • FGLEDG: General ledger (transaction table)
  • FPCASH: Cash discount terms (transaction table)
  • FPAPCD: Supplier invoice approval distribution (transaction table)
  • FPLLOG: Purchase ledger, log file (transaction table)
  • CSYTXH: Text, header (master table)
  • FSYTXH: Text, header (master table)
  • FPSPPA: Split payment VAT amount (transaction table)
  • FPAPRN: Parallel invoice number/additional payment reference (transaction table).

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.

Before you start

Follow These Steps

  1. Start ‘General Ledger. File’ (GLS800/B).

  2. Select a combination of filing type and filing category 4 (the latter reserved for accounts payable transactions).

  3. On the E panel, enter the period up to which transactions will be archived and a voucher text for the summary voucher to create.

  4. Press Enter to submit the job.

    The archiving status indicates the progress:

    11 = Query created

    12 = Work table FGL809 created

    13 = Work table FGL812 created

    14 = Printout GLS812PF completed

    15 = Work table FCR040 created

    16 = Program GLS040 started

    17 = GLS040 finished; FCR040 deleted

    18 = Work tables deleted, archiving completed.

  5. If, for any reason, the job ends abnormally, select one of the following alternatives:

    • If the job has status 11–15 or 18, select the Restart option in (GLS800/B).
    • If the job has status 16 or 17, restart the job from ‘Transaction Work File. Restart Interrupted Jobs’ (GLS047).
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