Difference between revisions of "How do I Un-archive Sales/Purchase Ledger Transactions?"
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== Summary == | == Summary == | ||
| − | As part of the [[How to process a month end|Month End]] procedure you | + | As part of the [[How to process a month end|Month End]] procedure, you can [[How to process a month end#Clearing down|archive or clear down]] the transaction history in the {{SL}} and {{PL}}. This removes all fully processed transactions from the Customer or Supplier History so that you only see the outstanding items or items that have not yet been processed through the month end. |
| − | If you have | + | If you have archived information that you need to see, it can be retrieved provided that the system parameter {{DataPrompt|Archive Transactions :}} is set to {{DataValue|Y}}. All new systems will be set up this way, but it is sensible to check. |
== More Information == | == More Information == | ||
| − | + | Go to {{Menu|Reports & Parameters|Maintenance Options|Transaction Archives}}. | |
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| − | === | + | === Retrieving Transactions that have been archived === |
| − | To make sure that you only | + | To make sure that you only retrieve the desired transactions, you will need to enter criteria into the Document range screen as follows. |
| − | * Select the {{DataPrompt|Ledger type:}} that you want to retrieve | + | * Select the {{DataPrompt|Ledger type:}} that you want to retrieve. |
| − | * Enter the account code to retrieve transactions | + | Choose either {{DataValue|S}}for Sales or {{DataValue|P}} for Purchase on the {{DataPrompt|Account:}}. |
| − | * On the {{DataPrompt|Group:}} enter the {{DataValue|Account Group}} for which the data is to be retrieved if do a selection of accounts or leave this field blank if you do not | + | * Enter the account code for whom to retrieve transactions next to the {{DataValue|S}} or {{DataValue|P}}. |
| − | * Enter the | + | * On the {{DataPrompt|Group:}} enter the {{DataValue|Account Group}} for which the data is to be retrieved if you want to do a selection of accounts or leave this field blank if you do not want the retrieval to filter on the account groups. |
| − | * Enter the | + | * Enter the {{DataValue|start date}} at the {{DataPrompt|From date:}} |
| + | * Enter the {{DataValue|end date}} at the {{DataPrompt|To:}}. | ||
| − | {{Note|iconsize=small|text=If you | + | {{Note|iconsize=small|text=If you want to retrieve everything for an account or for a ledger, leave the dates as zero.}} |
* Press {{KeyPress|F2}} or click on the {{Button|Retrieve}} button to start to retrieve cleared down transactions. | * Press {{KeyPress|F2}} or click on the {{Button|Retrieve}} button to start to retrieve cleared down transactions. | ||
{{Note|text=A screen will appear asking you to ''Please wait...'' whilst it updates the files back into the relevant accounts.}} | {{Note|text=A screen will appear asking you to ''Please wait...'' whilst it updates the files back into the relevant accounts.}} | ||
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| + | * Nothing will appear on the screen in front of you. To see the retrieved information, go back to either Customer or Supplier History in the {{SL}} or {{PL}}. | ||
== See also == | == See also == | ||
Revision as of 09:59, 10 May 2010
Contents
Summary
As part of the Month End procedure, you can archive or clear down the transaction history in the Sales Ledger and Purchase Ledger. This removes all fully processed transactions from the Customer or Supplier History so that you only see the outstanding items or items that have not yet been processed through the month end.
If you have archived information that you need to see, it can be retrieved provided that the system parameter "Archive Transactions :" is set to 'Y'. All new systems will be set up this way, but it is sensible to check.
More Information
Go to " Reports & Parameters Maintenance Options Transaction Archives".
Retrieving Transactions that have been archived
To make sure that you only retrieve the desired transactions, you will need to enter criteria into the Document range screen as follows.
- Select the "Ledger type:" that you want to retrieve.
Choose either 'S'for Sales or 'P' for Purchase on the "Account:".
- Enter the account code for whom to retrieve transactions next to the 'S' or 'P'.
- On the "Group:" enter the 'Account Group' for which the data is to be retrieved if you want to do a selection of accounts or leave this field blank if you do not want the retrieval to filter on the account groups.
- Enter the 'start date' at the "From date:"
- Enter the 'end date' at the "To:".
 | If you want to retrieve everything for an account or for a ledger, leave the dates as zero. |
- Press <F2> or click on the [Retrieve] button to start to retrieve cleared down transactions.
 | A screen will appear asking you to Please wait... whilst it updates the files back into the relevant accounts. |
- Nothing will appear on the screen in front of you. To see the retrieved information, go back to either Customer or Supplier History in the Sales Ledger or Purchase Ledger.
See also
- How to process a month end
- How do I find a Sales/Purchase Ledger Number?
- How do I View Customer/Supplier Transaction History?
