How do I move my Purchasing invoices and receipts to history?

The Move Receipts and Invoices to History command allows you to move receipts and invoices from your current data files to archive files. This allows you to store historical receipts and invoices separately from current receipts and invoices. Only receipts and invoices that meet certain criteria are moved. Purchasing uses the following rules when archiving:

For receipts:

The receipt header date is less than or equal to the cutoff date you select on the Move to History window
The status of the receipt is Posted.
The receipt has been posted as an invoice or confirmed.

For invoices:

The invoice header date is less than or equal to the cutoff date you select on the Move to History window.
The status of the invoice is Posted.
The invoice has been posted to Accounts Payable.
The posting sequence on the invoice is less than the last posting sequence.
The receipt associated with the invoice has a status of Complete.

Note: You can preview the data that will be moved before you actually move it. Select the Trial Run check box and click Start. You can then preview or print the report from this trial run to verify that the correct data is being moved.

Follow these steps to move Invoices and Receipts to history:

Backup your Purchasing and Inventory data if you have not already done so.
From the Tools menu, select Move Data, Move Receipts and Invoices to History.
Select a cut-off date from the drop-down calendar.
Click Start. The status bar indicates the progress of the move. When the process is complete, a message appears detailing the number of receipts and invoices that have been moved.
Click View Log to view the log text file in Notepad. To print to file, select the check box and specify the desired file format.
Click Close to close the window.

Considerations for Purchasing Historical Reports and Inquiries

To print reports for data that has been moved, select Reports > History, and select a report.
To view data on an inquiry, go to Inquiry > Archived Orders

If you need custom reports from the Purchasing historical data, you must refer to the following list of tables to create a new report. This is where the historical information is stored. Each of the tables listed below is contained in a *.dat file with the same name. Any tables names that contain hist are historical files.

Histpodnt Historical PO Detail Note
Histpod Historical PO Detail
Histpoh Historical PO Header
Hstapiad Historical AP Invoice Addon
Hstapid Historical AP Invoice Detail
Hstapih Historical AP Invoice Header
Hstapinat Historical AP Invoice Attachments
Hstapitr Historical AP Invoice Transactions
Hstpodat Historical PO Detail Attachments
Hstpovar Historical PO Variance (Change Orders)
Hstpovd Historical PO Variance Detail
Hstrecad Historical Receipts Addon
Hstrecat Historical Receipts Attachments
Hstrecd Historical Receipts Detail
Hstrech Historical Receipts Header
Hstrectr Historical Receipts Transaction

NOTE: There is currently no ability to move History to Current. To recovery data inadvertantly moved to History you must recover from the backup created before the move.