Archiving records
Archive work orders, purchase orders, stock transactions, electronic records, and audit trail records.
Archived items will no longer be available for reports or budgets.
To archive records:
- Open the Archive Records form.
- Click New Record.
- Archive Through—Enter the date through which to archive.
-
Work—Select to archive
work orders where System Status=C and Date Completed <=Archive Through. The
system archives the following in connection to work order and work order
activities:
Archived Items Qualifications Schedules Additional charges Material Lists with Event Pick Lists for the WO Booked hours Quotations with Services for the WO Purchase Orders with Direct Materials for WO Activities Repair Parts Calculated costs for the WO Costs Instruments (Calibration) Standards (Calibration) Systems (VMRS) Test Points (Calibration) Aspects (Inspection) Points (Inspection) Linear References Account Details Matched invoices for POs Requisitions with WO on header Quotations that reference the Requisition Receipts for Direct Materials for WO Activities Dock Receipts for Direct Materials for WO Activities Issues/Returns for WO Activities Supplier Evaluations for WO Activities Warranty Claims for WO Activities Reservations for WO Activities Tools requested for WO Activities Tool Usage for WO Activities Customer Contracts for the WO Customer Invoices with lines for the WO Fixed payments for the customer contract Dispatches for standing WO Activities Note: The system only archives those with an approved or completed status. -
Purchasing—Select to
archive purchasing transactions. The system archives the following related to
archived invoices:
Archived Items Invoices with Matched or Cancelled status Lines Extra charges and discounts Extra charges for costs tab Invoice allocations Account details The system archives the following related to archived purchase orders:
Archived Items PO Headers-Order clauses, lines, extra charges, revisions Blanket Orders Booked Hours Dock receipts Packing slips Invoices Order Tracking Supplier Evaluation The system archives the following related to archived requisitions:
Archived Items Requisitions headers with Approved or Cancelled status Lines WOs WO repair parts referencing the Requisition/Requisition line Warranty claims referencing the Requisition/Requisition line Transactions The system archives the following related to archived quotations:
Archived Item Quotation headers and lines -
Stock
Transactions—Select to archive stock transactions with a status of
Approved or Cancelled. The system archives the following related to stock
transactions:
Archived Items Issues/Returns Price Correction Manual Price Type Change Return for Repair Stocktake with Approved or Cancelled status - Audit Trail—Select to archive the audit trail, a history of changed records.
-
Electronic
Records—Select to archive electronic records. The system archives
the following shared tables related to archived work orders, work order
transactions, purchasing transactions, and stock transactions.
Archived Items Descriptions Audit Trail Records Electronic Signatures Event Addresses Documents Comments Custom Fields Associated Parts Permits Account Details Note: Select a value from 0 to 23 for the ARCHTIME install parameter to schedule a time for the archive process to run between 12:00 AM and 11:00 PM, e.g., for 12:00 AM, select 0 and for 11:00 PM, select 23.Set the ARCHTIME to null to let the archive process run immediately on clicking Start.
- Click Start to begin the archive process. The system automatically populates Archive Number, Date Started, Date Completed, Date Stopped, Scheduled Time, and Archived By.
-
The system saves the archive record.
Note: Click Status to view the number of records archived.
Click Stop to halt the archive process. This will stop the process but will not cancel the process. The system will finish archiving the current record before stopping. The transactions already archived will not roll back.