Moving from Work to Open to History
L Vail
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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
Work - Unposted GL Transactions
Open - Posted GL Transactions
History - 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 Transactions
Open – Posted Bank Transactions
Posted Deposit Transactions
Reconciliations
History – There is no history table
AP
Work – Unposted AP Transactions
Open – 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'.
AR
Work - Unposted
Open - Posted AR Transactions
Posted SOP Invoices
Posted SOP Cash Receipts
History - 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 Transactions
You specify a separate date for:
Checks
Once 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.
SOP
Work - Unposted documents
Open - 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
Backorders
POP
Work - Any document that has not been moved to history
Open - There is no open file
History –
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 Documents
Open - 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 Transfers
Open - There is no open file
History – Posted Transactions
I put together this document attempting to address this for the following series:
- GL
- CM (Bank Transactions)
- AR
- AP
- SOP
- POP
- Invoicing
- Inventory
GL
Work - Unposted GL Transactions
Open - Posted GL Transactions
History - 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 Transactions
Open – Posted Bank Transactions
Posted Deposit Transactions
Reconciliations
History – There is no history table
AP
Work – Unposted AP Transactions
Open – 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'.
AR
Work - Unposted
Open - Posted AR Transactions
Posted SOP Invoices
Posted SOP Cash Receipts
History - 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 Transactions
You specify a separate date for:
Checks
Once 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.
SOP
Work - Unposted documents
Open - 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
Backorders
POP
Work - Any document that has not been moved to history
Open - There is no open file
History –
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 Documents
Open - 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 Transfers
Open - There is no open file
History – Posted Transactions
This was originally posted here.
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