ARCHIVE PURCHASE ORDERS

Use this screen to remove eligible purchase order data from the "live" purchasing tables and place it into history tables. Once you have archived a purchase order, it can no longer be accessed through Costpoint Purchasing and Receiving. Currently, you must use Impromptu to access the history tables that were created.

If applicable, the purchase order/PO line's CIS Code and CIS Withholding line flag for the selected range will be copied from the PO tables to the PO History tables.

Note: Depending on the range selections in this screen, subcontract POs will be included in the archive process. The majority of the text in the Archive Purchase Orders documentation refers to the archiving process for purchase orders, however Subcontract POs, Blanket POs, and Release Orders can also be included, if selected.

Archiving occurs at the PO header level. All or none of the POs (or blanket releases) must be archived. The archive selection criteria are as follows:

The PO Header Order Date must be less than the Order Date Cutoff (line order dates are not referenced);
The status of the PO Header must be closed, system closed, or void;
The PO ID must be within the PO Selection criteria.

Order Date Cutoff

Enter the cutoff date for determining which purchase orders will be evaluated for archiving. Any PO order date after this date will not be archived.

Archive even if not fully Vouchered

Select this checkbox to archive purchase orders that have not been fully vouchered. If you do not select this checkbox, the purchase order must be fully vouchered in order to be eligible.

Select Project

Use the fields in this group box to select which purchase order projects to archive.

Range

Use the drop-down box to select the range of projects to be archived. The system-defined selections are "All," "One," "Range," "From Beginning," and "To End." The default for this field is "All."

From

Enter, or use Lookup to select, the project that will be the starting point of the purchase orders to be archived.

To

Enter, or use Lookup to select, the project that will be the ending point of the purchase orders to be archived.

Select PO

Use the fields in this group box to select which purchase orders to archive.

Range

Use the drop-down box to select the range of purchase orders to be archived. The system-defined selections are "All," "One," "Range," "From Beginning," and "To End." The default for this field is "All."

From

Enter, or use Lookup to select, the purchase order ID that will be the starting point of the purchase orders to be archived.

To

Enter, or use Lookup to select, the purchase order ID that will be the ending point of the purchase orders to be archived.

Select PO Table Types to Archive

Use this group box to select the various PO and receiving tables to update into history.

PO Header Text Codes

Select this checkbox to move the purchase order header text codes into history. You can leave this checkbox blank to purge the purchase order header text codes, but they will not be added to the history tables.

PO Expediting Notes

Select this checkbox to move the purchase order expediting notes into history. If you do not select this checkbox, the purchase order expediting notes will still be purged, but they will not be added to the history tables.

PO Line Text Codes

Select this checkbox to move the purchase order line text codes into history. If you do not select this checkbox, the purchase order line text codes will still be purged, but they will not be added to the history tables.

PO Line Notes

Select this checkbox to move the purchase order line notes into history. If you do not select this checkbox, the purchase order line notes will still be purged, but they will not be added to the history tables.

PO Line Charges

Select this checkbox to move the purchase order line charges into history. If you do not select this checkbox, the purchase order line charges will still be purged, but they will not be added to the history tables.

Receipts

Select this checkbox to move the purchase order receipts into history. If you do not select this checkbox, the purchase order receipts will still be purged, but they will not be added to the history tables.

Inspections

Select this checkbox to move the purchase order receipt inspections into history. If you do not select this checkbox, the purchase order receipt inspections will still be purged, but they will not be added to the history tables. This checkbox is only available if you selected the Receipts checkbox.

Select POs without Project Charges

Select this checkbox to archive purchase orders that are not charged against a project. If you do not select this checkbox the purchase orders that are not charged against a project will not be archived.

Purge Change Orders

Select this checkbox to purge purchase change order tables. If you do not select this checkbox, the purchase change order tables will not be purged. Purchase change orders are not updated into history.

Archive Voided POs

Select this checkbox to archive purchase orders that have a "Void" status. If you do not select this checkbox, the voided purchase orders will not be archived.

Start the archive process

Select this button on the toolbar to move eligible purchase orders into the history tables.