Use Move Payments to archive Accounts Payable data

The Accounts Payable Move Payments process allows you to move checks and all related invoice information to a history file. This keeps your historical payments separate from your current payments. It also decreases the size of your data files and speeds processing time.

When you move payments from Current to History, transaction records in the Current.apt file move to the History.apt file. The corresponding invoice, distribution, payment, tax distribution, invoice payment, distribution payment, and tax distribution payment records move from the Master.apm file to the History.api file.

When you move payments from History to History, invoice, distribution, payment, tax distribution, invoice payment, distribution payment, and tax distribution payment records move from the History.api file to another History.api file in a specified archive folder. The transactions in the History.apt do not move.

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 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.
• Because you cannot reprint the Accounts Payable Move Payments Report, these steps instruct you to save it to a print file. To view the print file after the task completes, from the File menu, select Printouts, and then locate and open your named file.

Move payments from current to history
Note: the following steps should be performed on the Sage 300 CRE server.

1. Back up your data files. Refer to How do I use File Tools to back up data files?
2. From the Tools menu, select Move, Payments, Current to History.
3. If a history file does not exist, you will be prompted to create one. Click OK to create a new history file.
   Note: If you use named files (File, Company Settings, File Locations, Ask name marked for AP Invoice), you can name this file and save it in the current data folder.
4. Enter the Payment date cutoff for the payments you want to move. It is recommended to use a date before the prior 1099/T5018 year.
5. If you want the journal to print detail about the payments that move, select the Print payment detail check box.
6. Click Conditions to apply additional selection criteria. This step is optional.
7. Print the report to a file:
8. 1. Click Printer Setup and select the Print to file check box.
   2. Click Select File and browse to the folder in which you want to save the file.
   3. Enter the file name and click Save.
   4. Click OK, and then click Start.
9. Review the journal to verify that the payments moved successfully (File, Printouts).
   Note: See Accounts Payable Help topic "Correcting errors in Move Payments", for an explanation of any error messages. Also refer to Accounts Payable checks will not move to the history file (related check not in range)
10. Compact the AP Master file and AP Current transaction file using File Doctor. Refer to How do I compact my data files?

Optional: Move payments from history to history
Note: Only records from the history.api are moved to another history.api when you move payments history to history. Transaction records (history.apt) are not moved. If you will need to view the transactions that go with the payments and invoices that are moved history to history, you can copy the history.apt from the live data folder to the archive folder.

1. Back up your data files. Refer to How do I use File Tools to back up data files?
2. From the Tools menu, select Move, Payments, History to History.
3. Select the destination for your archived history file.
4. If a history file does not exist, you will be prompted to create one. Click OK to create a new history file.
   Note: If you use named files (File, Company Settings, File Locations, Ask name marked for AP Invoice), you can name this file and save it in the current data folder. If you do not use named files, save the new history file to an archive folder. You can have only one History.api file in each data folder.
5. Enter the Payment date cutoff for the payments you want to move.
6. If you want the journal to print detail about the payments that move, select the Print payment detail check box.
7. Click Conditions to apply additional selection criteria. This step is optional.
8. Print the report to a file:
9. 1. Click Printer Setup and select the Print to file check box.
   2. Click Select File and browse to the folder in which you want to save the file.
   3. Enter the file name and click Save.
   4. Click OK, and then click Start.
10. Review the journal to verify that the payments moved successfully (File, Printouts).
    Note: See Accounts Payable Help topic "Correcting errors in Move Payments", for an explanation of any error messages. Also refer to Accounts Payable checks will not move to the history file (related check not in range)
11. Compact the AP History invoice file using File Doctor. Refer to How do I compact my data files?