This article started from a question posted on the newsgroup. There doesn't seem to be any summary of how transactions move from Work to Open to History.I put together this document attempting to address this for the following series:- GL
- CM (Bank Transactions)
- AR
- AP
- SOP
- POP
- Invoicing
- Inventory
I haven't worked on Payroll yet.GLWork - Unposted GL TransactionsOpen - Posted GL TransactionsHistory - When GL Fiscal Year Closes
Until the year closes all of the GL transactions are in the Year to Date Transaction Open table. You cannot move them back to the Open table after the year end closes. Entries cannot be ‘unposted’ and moved back into the Work table.CM (Bank Transactions)Work – Unposted Deposit TransactionsOpen – Posted Bank Transactions Posted Deposit Transactions ReconciliationsHistory – There is no history tableAPWork – Unposted AP TransactionsOpen – Posted AP Transactions that are not yet fully applied. Posted Purchasing Invoices that are not yet fully applied.History – Transactions automatically moves to history when the document is fully applied (a transaction is a check, credit memo, invoice, etc.) For a check or credit memo it is when the amount is fully applied to an invoice or invoices. For an invoice it is when it is fully paid off (or a credit memo, or memos) takes the balance to zero. Voiding a document in the Open file moves it to history. Documents can be voided after they have been moved to history and that moves them back to the Open table. Documents cannot be 'unposted'.ARWork - UnpostedOpen - Posted AR Transactions Posted SOP Invoices Posted SOP Cash ReceiptsHistory - You need to run the 'Paid Transaction Removal' routine in order to move transactions to History. Nothing automatically moves to history. This routine will only move 'fully applied' documents to history. So if you still have a balance on an invoice it stays in the Open Table. If a credit memo or receipt has not been applied to an invoice, it will stay in the Open table. The fact that the customer's net balance is zero does not impact whether the document moves to history. When you run the Paid Trx Removal you specify a cutoff date that applies to NSF checks Voided documents Waived (finance charges) Paid TransactionsYou specify a separate date for: ChecksOnce AR transactions are moved to history - they cannot be voided thereby moving them back to open. This is why the checks have a separate date - what if they bounce!Documents can be 'unapplied' only while they are in the Open file, not after they have been moved to history. For instance, if you applied a cash receipt to the wrong invoice, you can change it to the correct invoice only if it has not been moved to history.
Documents can be voided only while they are in the Open file.SOPWork - Unposted documentsOpen - There is no Open file (when SOP docs are posted the transactions go into the AR Open file)History -These transactions automatically move to history: Posted SOP Invoices or SOP Returns Voided SOP Documents Orders whose items have been fully transferred to other documents Quotes that have had any item transferred to another document Backorders that have been fully transferred to other documents For documents that do not automatically transfer to history, run the Reconcile-Remove Sales Documents utility.The following documents cannot be posted Quotes Orders BackordersPOPWork - Any document that has not been moved to historyOpen - There is no open fileHistory – Posted Receipts automatically move to history Posted Purchasing Invoices automatically move to history Voided Purchasing Documents automatically move to history Purchase Orders - You must run the Purchasing Routine 'Remove Completed Purchase Orders'. This will move all of the closed or canceled POs to History. If a PO is not closed or canceled it will not be moved, so there is no danger of moving a PO that doesn't qualify. You can set restrictions on which POP docs are examined for removal.IVC (Invoicing)Work – Unposted DocumentsOpen - There is no open file (posted transactions update receivables, like SOP)History – Posted Invoices automatically move to history Posted Returns automatically move to history
IV (Inventory)Work – Unposted Adjustments Unposted Variances Unposted Stock Counts Unposted TransfersOpen - There is no open fileHistory – Posted Transactions
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