Contents of the Archive Purchase Orders Screen

Use the fields and options to configure the Archive Purchase Orders screen.

Identification

Use the fields in this block to create a new parameter ID or to retrieve a previously saved parameter ID. A parameter ID represents a set of screen selection parameters. After you have saved a parameter ID and its related parameters, you can retrieve them using Query.

You can use the retrieved parameters to produce reports and run processes more efficiently and with greater consistency. The saved parameters are also useful and necessary when you want to run the process as part of a batch job. Many users save a unique set of parameters for each different way they run a report or process. When you select a previously saved parameter ID or parameter description, the associated saved screen selection parameters automatically display as selection defaults. The page setup and print options, if there are any, are also included in the saved parameter ID. You can change any of the associated selection defaults as necessary.

Field	Description
Parameter ID	Enter, or click to select, a parameter ID of up to 15 alphanumeric characters. Choose characters for your parameter ID that help identify the type of selections you made on the screen, such as PERIOD or QUARTERLY. When you save your record, all the selections made on the screen are stored with the parameter ID. Later, you can retrieve the parameter using Query. You can use the parameter to run the process more efficiently because you can select the parameter ID with its previously defined screen selections. After the default selections display on the screen, you can override the defaults.
Description	Enter, or click to select, a parameter description of up to 30 alphanumeric characters.

Project

Field	Description
Option	Select a range of projects to archive from the drop-down list. The values are: All One Range From Beginning To End
Start	Enter, or click to select, the project that will be the starting point of the purchase orders to be archived.
End	Enter, or click to select, the project that will be the ending point of the purchase orders to be archived.

Purchase Order

Field	Description
Option	Select a range of purchase orders to archive from the drop-down list. The values are: All One Range From Beginning To End
Start	Enter, or click to select, the purchase order ID that will be the starting point of the purchase orders to be archived.
End	Enter, or click to select, the purchase order ID that will be the ending point of the purchase orders to be archived.

Order Date

Field	Description
Option	This field always displays the option From Beginning.
End	Enter, or click to select, the ending order date. Any PO order date after this date will be not be archived.

Options

Field	Description
Archive even if not fully Vouchered	Select this check box to archive purchase orders that have not been fully vouchered. If you leave this check box cleared, the purchase order must be fully vouchered in order to be eligible.
Select POs without Project Charges	Select this check box to archive purchase orders that are not charged against a project. If you clear this check box, the purchase orders that are not charged against a project are not archived.
Purge Change Orders	Select this check box to purge purchase change order tables. If you clear this check box, the purchase change order tables will not be purged. Purchase change orders are not updated into history.
Archive Voided POs	Select this check box to archive purchase orders that have a Void status. If you clear this check box, the voided purchase orders are not archived.

Select PO Table Types to Archive

Field	Description
PO Header Text Codes	Select this check box to move the purchase order header text codes into history. You can clear this check box to purge the purchase order header text codes, but they are not added to the history tables.
PO Expediting Notes	Select this check box to move the purchase order expediting notes into history. If you do not select this check box, the purchase order expediting notes will still be purged, but they are not added to the history tables.
PO Header Documents	Select this check box to archive the PO header document references for the selected purchase orders.
PO Line Text Codes	Select this check box to move the purchase order line text codes into history. If you clear this check box, the purchase order line text codes will still be purged, but they are not added to the history tables.
PO Line Notes	Select this check box to move the purchase order line notes into history. If you clear this check box, the purchase order line notes will still be purged, but they are not added to the history tables.
PO Line Charges	Select this check box to move the purchase order line charges into history. If you clear this check box, the purchase order line charges will still be purged, but they are not added to the history tables.
PO Line Documents	Select this check box to archive the purchase order line document references for the selected purchase orders.
Receipts	Select this check box to move the purchase order receipts into history. If you clear this check box, the purchase order receipts will still be purged, but they are not added to the history tables.
Inspections	Select this check box to move the purchase order receipt inspections into history. If you clear this check box, the purchase order receipt inspections will still be purged, but they are not added to the history tables. This check box is only available if you selected the Receipts check box.
PO Line Action History	Select this check box to copy the action history information of the PO lines to the corresponding tables, with the exclusion of all shipping-related action history.
Run Archive Purchase Orders	Click to move selected POs from the active PO tables to the Archive tables.  POs moved to the Archive table can no longer be modified.
Action Menu	Click drop-down and select Archive Purchase Orders to archive the purchase orders. Click drop-down and select Print/Archive Purchase Orders to archive the purchase orders and print a report.