Solution Properties
Solution ID:
222924850024191
Last Modified Date:
Wed Oct 26 11:57:44 UTC 2022
Taxonomy Path:
Category//Financial year//Year or period end
Author:
LegacyAuthorUS
What records are affected when moving Accounts Payable payments to history?
Description

Note: If you use the Purchasing and Inventory applications, you must move receipts and invoices to history in Purchasing before moving payments in Accounts Payable. Refer to article ID 22477 DocLink: How do I move my Purchasing invoices and receipts to history?

Important considerations before you move payments:

  • Do not move payments until after you have printed 1099s for those payments, completed any 1099 corrections, and closed the 1099 year. Use a cutoff date before the prior 1099 year. This also applies to T5018s.
  • Once you move payments to a history file, you can no longer void those payments or change the information for related invoices.
  • The Move Payments process affects any reports that use invoice detail, such as the JC Committed Cost with Detail report. You may not want to move payments until related jobs are complete depending on the level of detail required on your Job Cost reports.
  • When you move payments in Accounts Payable, they do not move in Cash Management. You must move payments separately in Cash Management.
  • All related payments and related records must move at the same time. Records may not move if any one of the records do not fit the criteria.
  • Payments must be Cleared or Reconciled in Cash Management.
  • Schedule adequate time because the Move Payments process can be time intensive.
Cause

Resolution

When payments are moved from current to history in Accounts Payable, the following records are moved from the master.apm file to the history.api file:

  • AP Check
  • AP Electronic Payment
  • AP Credit Card Payment
  • AP Invoice
  • AP Distribution
  • AP Tax Distribution **
  • AP Invoice Payment
  • AP Distribution Payment
  • AP Tax Distribution Payment **
  • AP Batch

** These records only exist when taxes are being used.

The following records are moved from the current.apt file to the history.apt file at the same time:

  • AP Transaction Record(s)

Note: When moving payments from history to history, the above records are moved from one history.api to another history.api, but the AP Transaction records are not moved from one history.apt to another history.apt. Since there cannot be named .apt files, the transactions stay in the original history.apt file.

DocLink: How do I use Move Payments to archive my Accounts Payable data?

[BCB:156:Chat 300 CRE US:ECB]
Defect ID
49156
Steps to duplicate
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