Archive Accounts Payable transactions

Use this procedure 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 these 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 these 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.

These tables are archived:

  • FPLEDG: Purchase ledger (transaction table)
  • FPLEDX: Purchase ledger, additional information (transaction table)
  • FGLEDG: General ledger (transaction table)
  • FGLEDB: General ledger bank reconciliation (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

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 4 (the latter reserved for accounts payable 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:

    • 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 these alternatives:

    • If the job has status 11–15 or 18, select the 'Restart' option on (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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