Archive work orders, purchase orders, stock transactions, electronic records, and audit trail records.
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During the archive process archived items are removed from normal view. The items are added to separate archive tables.
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Archived items will no longer be available for reports or budgets.
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Select Administration > Setup > Archive Records.
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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
Materials 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
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
Only those with a Status of Approved or Completed are archived.
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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
Packing Warranty claims referencing the Requisition/Requisition line
Transactions
The following are archived related to archived quotations:
Archived Items
Quotation headers and lines
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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
Return for Repair
Stocktake with Approved or Cancelled status
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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
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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, such as, for 12:00 AM, select 0 and for 11:00 PM, select 23.
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Set the ARCHTIME to null to let the archive process run immediately on clicking Start.
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Click Start to begin the archive process.
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The archive record is saved.
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Click Status to view the number of records archived.
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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.