Move AP Transactions to History

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 Background and Road Map for more information.

It is recommended that you run this program other processes are not active.

  1. The program displays a prompt that the program should be used in consultation with Qantel Support. This is recommended so that you know how the system will be impacted by the archive.

    Click Yes to continue or click No to exit the program.

  2. Set your options:

    1. Click the Runtime tab to set runtime options. See Set Options for Reports and Inquiries for more information.

    2. Click the Selection tab to select specific records.

    3. Click the Program tab to set these options:

Field Name

Type / Max Length

Action / Description

Archive 0 balance invoices on or before

Required
10 date

Select a date or enter a date shortcut. Fully-processed invoices dated on or before this date will be moved to history. See Background for more information.

Number of transactions to process

Required

Enter a number up to 9999 or enter 0 to archive all transactions through the date specified.

Important!
The process can be time-consuming; it is recommended that you archive less than 10,000 transactions at a time.

  1. Choose the appropriate options:

To

Do This

Print transactions to archive

Click Print. The program prepares a report of the transactions that will be archived. See Background for a list of what prints.

When printing is complete, the program prompts:

Enter ARCHIVE to move the reported <number> transactions to history

Press Enter to exit to options. The user is sent an email that includes the time it took to build the work file and the number of records that were processed.
OR
Type the word ARCHIVE (all uppercase) to move the listed transactions to history files. After records are archived, the program returns to options. The user is sent an email that includes the time it took to build the work file and how long it took to complete processing.

Save these options for future use

Click Save.

Redisplay current options.

Click Refresh.

Exit the program

Click Exit.