ARCHIVE PURCHASE ORDERS

Use this screen to remove eligible purchase order (PO) data from the "live" purchasing tables and place it into history tables. You can view PO history in the PO History subtask of the View Item Purchasing Information.

If applicable, the purchase order or PO line's CIS Code and CIS Withholding line flag for the selected range is copied from the PO tables to the PO history tables.

Depending on the range selections on this screen, subcontract retainage POs are included in the archive process. The majority of the text in the Archive Purchase Orders documentation refers to the archiving process for purchase orders; however, Subcontract Retainage POs, Blanket POs, and Release Orders can also be included, if these are selected.

Purchase orders with a PO type of Subcontractor Agreement, Subcontractor Agreement Blanket, or Subcontractor Agreement Release are excluded from being archived, even if they fall within the PO range selected on the screen.

If you select One in the Purchase Order selection range, and the PO you entered has a PO type of Subcontractor Agreement, Subcontractor Agreement Blanket, or Subcontractor Agreement Release, Costpoint displays a system error.

Archiving occurs at the PO header level. All or none of the POs (or blanket releases) must be archived. The archive selection criteria are:

• The PO Header Order Date must be less than the Order Date Cutoff (line order dates are not referenced);

• The status of the PO Header must be closed, system closed, or void;

• The PO ID must be within the PO Selection criteria.

Location

Project

Option

Select a range of projects to archive from the drop-down list. The values are:

• All

• One

• Range

• From Beginning

• To End

Start

Enter, or click to select, the project that will be the starting point of the purchase orders to be archived.

End

Enter, or click to select, the project that will be the ending point of the purchase orders to be archived.

Purchase Order

Option

Select a range of purchase orders to archive from the drop-down list. The values are:

• All

• One

• Range

• From Beginning

• To End

Start

Enter, or click to select, the purchase order ID that will be the starting point of the purchase orders to be archived.

End

Enter, or click to select, the purchase order ID that will be the ending point of the purchase orders to be archived.

Order Date

Option

This field always displays the option From Beginning.

End

Enter, or click to select, the ending order date. Any PO order date after this date will be not be archived.

Options

Archive even if not fully Vouchered

Select this check box to archive purchase orders that have not been fully vouchered. If you leave this check box cleared, the purchase order must be fully vouchered in order to be eligible.

Select POs without Project Charges

Select this check box to archive purchase orders that are not charged against a project. If you clear this check box, the purchase orders that are not charged against a project are not archived.

Purge Change Orders

Select this check box to purge purchase change order tables. If you clear this check box, the purchase change order tables will not be purged. Purchase change orders are not updated into history.

Archive Voided POs

Select this check box to archive purchase orders that have a Void status. If you clear this check box, the voided purchase orders are not archived.

Select PO Table Types to Archive

PO Header Text Codes

Select this check box to move the purchase order header text codes into history. You can clear this check box to purge the purchase order header text codes, but they are not added to the history tables.

PO Expediting Notes

Select this check box to move the purchase order expediting notes into history. If you do not select this check box, the purchase order expediting notes will still be purged, but they are not added to the history tables.

PO Header Documents

Select this check box to archive the PO header document references for the selected purchase orders.

PO Line Text Codes

Select this check box to move the purchase order line text codes into history. If you clear this check box, the purchase order line text codes will still be purged, but they are not added to the history tables.

PO Line Notes

Select this check box to move the purchase order line notes into history. If you clear this check box, the purchase order line notes will still be purged, but they are not added to the history tables.

PO Line Charges

Select this check box to move the purchase order line charges into history. If you clear this check box, the purchase order line charges will still be purged, but they are not added to the history tables.

PO Line Documents

Select this check box to archive the purchase order line document references for the selected purchase orders.

Receipts

Select this check box to move the purchase order receipts into history. If you clear this check box, the purchase order receipts will still be purged, but they are not added to the history tables.

Inspections

Select this check box to move the purchase order receipt inspections into history. If you clear this check box, the purchase order receipt inspections will still be purged, but they are not added to the history tables. This check box is only available if you selected the Receipts check box.

PO Line Action History

Select this check box to copy the action history information of the PO lines to the corresponding tables, with the exclusion of all shipping-related action history.

Run Archive Purchase Orders

Click to move selected POs from the active PO tables to the Archive tables.  POs moved to the Archive table can no longer be modified.

Action Menu

Click drop-down and select Archive Purchase Orders to archive the purchase orders.

Click drop-down and select Print/Archive Purchase Orders to archive the purchase orders and print a report.

• Table Information

  The Archive Purchase Order makes use of the tables PO_LN_RESOURCE_HS, PO_LN_RSC_VEND_HS, PO_HDR_SOW_HS, PO_LN_SOW_HS, PO_HDR_HS, PO_LN_HS, PO_HDR_SCISAP_HS, PO_LN_SCISAP_HS.