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Good day,
With reference to removing history, for example, Purchase Orders. I am looking for some guidance in understanding. The document status is historical, all items are either closed or cancelled and I am working with a date range, my date range of documents.. I would like the associated receipts to be removed as well, but not the GL distributions.
The items may be inventory or non-inventory.
From reading the documentation via the help menu, to accomplish the above I will select Purchase Order, then Receipt and 'include account distribution', I cannot select both at the same time.
What's the difference between 'include account distributions' and 'account distributions'?
At some point if necessary information can be sourced from the GL.
Regards
Rosemary
What do you see in IV10200 and IV30300 for this item?
I do not think it matters in what order you remove history but I would remove the purchasing and sales history and then remove the inventory history. It is possible that the keep history check boxes were not always checked.
Was this item marked as a Sales Inventory item? If you only see it on the sales side my guess is no. This means no inventory information will be kept in the inventory tables. Also, on the item card keeping history must be checked.
Thanks again Richard for your feedback. I have removed a PO from Test via the Utilities option, as well as the receipt. The information is in the GL, cannot drill down. This is what I want.
The item number is not in Inventory, have not done the IV reconcile as yet but from Stock Inquiry it says item does not exist. I can run an inquiry of the Sale Items but there will be no value per item. I can get the details via the Sales Line Item Smartlist.
Regards
Rosemary
IV Reconcile and Item Stock Inquiry do not use any PO tables so removing them completely from GP will not affect those numbers. You can confirm this by removing them in a test company and then running IV reconcile.
Thank you Richard for your response, but I am looking at the option from the Tools>>Utilities>>Remove Purchasing History.
We have quite a few POs that for lack of a better word, got messed up, so I am trying to use the Remove option. The PO status is 'closed', the document status is 'open' when I try the 'Remove Completed PO' it says already in history can't move.
With the option from Utilities the question is via the Stock Inquiry option or HITB will there be a reference to the receipt number. I know I will not be able to drill down further.
Regards
Rosemary
Rosemary, I have never liked the word Remove in this menu option. What it does is Transfer completed purchase records from the PO open tables to the PO history tables. Nothing in the inventory tables will be affected. The only difference now will be if you zoom to a PO the PO will be marked as historical.
Thank you very much for your response. The help option indicated that when PO history is removed without removing the respective receipts information would be missing. I needed to clear that up, whatever PO is removed I need to remove the receipt as well, and you indicated what option to use.
Question, the Inventory items that were received would not be affected from the Inventory Module. In that if the receipt were removed along with the PO, would I see anything, like the receipt number from the Inventory side, Stock Inquiry, HITB?
Would it be a view and unable to drill down?
When the options are taken to remove history a back up will be archived, if there is a need for information we can restore to our test environment.
Regards
Rosemary
Hello Rosemary,
For the POP side, the remove options will only address the Purchase Tables. It will not touch the Inventory or GL records. if you want to remove these as well, you will need to use the remove options from those modules.
You are correct with only being able to select one at a time. This is because they are different types.
In regard to the difference between Include Account Distributions and Account Distributions, the Include Account Distributions, this is under the receipt option. It allows you to remove the Account Distribution History associated with the receipts you want to remove from history.
Receipt
Mark to remove receipt history. If you're keeping receipt history, line by line detail of all the information entered on each receipt has been kept, including landed costs, lot numbers, serial numbers, and bins. Receipt history will be updated when a receipt is posted or voided. Once receipt history has been removed, the documents in the range you've removed won't be printed on the Receivings Transaction History Report.
You also can mark Include Account Distributions to remove the account distribution history associated with receipts that you want to remove from history.
The account distribution is a separate option. It allows you to remove just the distribution history.
Account Distributions
Mark to remove account distribution history. If you're keeping account distribution history, a detailed record of each amount that was posted to each posting account has been kept. Distribution history includes a detailed listing of each account and amount posted to the General Ledger, including the audit trail code, account number, account description, and debit or credit amount. Distribution history will be updated when a receipt is posted. Once account distribution history has been removed, the documents in the range you've removed won't be printed on the Distribution History Report.
Once the data is removed it is gone. There is no way to get it back. The GL will keep the reference for the GL Record, but you wont be able to drill back to the pop side. You wont be able to use the GL Side to recreate the pop side down the road. If you think you might need this info down the road, I recommend setting up an historical company database that you can restore a backup to that contains the information before you do any removal. This way you have the original stored that you can revist if needed.
I hope this helps!
Thank you!
Brandon Jarrett | Microsoft Support Engineer.
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