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.
- Select Administration > Setup > Archive Records.
- Click New Record.
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Specify this information:
- Archive Through
- Specify the date through which to archive.
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Optionally, select the Work check box to archive work orders where System
Status=C and Date Completed <=Archive Through, and then specify the Work Order Type to further filter
the available work records for archiving.
The following are archived 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 (EMRS) 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: Only those with a Status of Approved or Completed are archived. -
Select the Purchasing check box to archive purchasing
transactions.
The following are archived 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 following are archived 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 following are archived 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 following are archived related to archived quotations:
Archived Item Quotation headers and lines -
Select the Stock
Transactions check box to archive stock transactions with a Status of Approved or Cancelled.
The following are archived related to stock transactions:
Archived Items Issues/Returns Price Correction Manual Price Type Change Return for Repair Stocktake with Approved or Cancelled status - Select the Audit Trail check box to archive the audit trail, a history of changed records.
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Select the Electronic Records check box to archive electronic records.
The following shared tables are archived 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 theARCHTIMEinstall 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
ARCHTIMEto null to let the archive process run immediately on clicking Start. - Click Start to begin the archive process.
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The archive record is saved.
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 current archive record will finish before stopping. The transactions already archived will not roll back.