Background: AP Transaction Archive
Archive programs move fully-processed data from active transaction files to history files. Archiving can significantly improve day-to-day processing because the size of transaction files is reduced. You can access archived data in inquiries and reports by selecting the Include history option.
It is recommended that you run archive programs them when other users are not on the system: archiving may require access to files across many parts of PowerShift and the process is resource-intensive so best run when other activity on the system is low.
Use the AP Transaction Archive (NEX) program to move zero-balance invoices and fixed expenses to history. Transactions are listed for review before they are archived. See Road Map for work flow.
Invoices with associated credit or debit memos that have not been processed on or before the date you specify will not be archived.
These Accounts Payable System Options also impact the archive:
If you selected AP interfaced to purchasing? an invoice will be excluded if any lines on the receiver the invoice references are still open or if the quantity paid and quantity to pay are not the same.
If you selected the Bank reconciliation system active? an invoice will be excluded if the associated check has not yet been reconciled.
Transactions are listed for review before they are archived. Information includes:
GL organization code
Invoice number
Invoice date
Transaction code, e.g., BF: Fixed expense; BI: Billing invoice, CM: Credit memo, CP: Cash payment, DM: Debit memo
Register number
Reference
Transaction amount
Discount amount
Amount applied