Archive Accounts Receivable transactions

Use this procedure to archive invoice transactions and payment transactions from the Accounts Receivable module.

Outcome

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:

  • 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 receivable for all archived transactions, one new invoice for all transactions with the same values in these fields:

  • 'Year'
  • 'Payer'
  • 'Customer'
  • '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 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:

  • FSLEDG: Sales ledger (transaction table)
  • FSLEDX: Sales ledger, additional information (transaction table)
  • FSCASH: Cash discount terms (transaction table)
  • CSYTXH: Text, header (master table)
  • FSYTXH: Text, header (master table)
  • FSAPRN: Parallel invoice number/Additional payment reference
  • FGLEDB: General ledger bank reconciliation (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

You must meet the starting conditions listed in Archiving financial transactions.

Follow these steps

  1. Start 'General Ledger. File' (GLS800/B).

  2. Select a combination of filing type and filing category 3 (the latter reserved for accounts receivable transactions).

  3. On the E panel, specify the archive period for transactions and the voucher text to use for the summary voucher.

  4. 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.

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

    • If the job has status 01–05 or 08, select the Restart option on (GLS800/B).
    • If the job has status 06 or 07, restart the job from 'Transaction Work File. Restart Interrupted Jobs' (GLS047).
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