invent!ory ULTRA Help

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How to Archive POs 

Main Menu | Purchase Orders | POs: Archive and Remove

 

Use this function to transfers a range of POs—usually older POs from prior years—from the CURRENT database to the ARCHIVE database. This may speed up new PO transactions in the current database.

 

There are two methods of archiving:

 

· By Range

· By Selecting from Grid

 

 

Archiving by Date Range

 The benefit of this method is it lets you manage a LARGE NUMBER of records with a few keystrokes. Just follow the number balls (u v w x) on the form.

 

1.      Click either the “PO Date” or “PO Number” option button to set the search field

 

2.      Enter the “Min/Max” values for the search based on the search field  (here PO Number was chosen).

 

3.      Click “Select POs to Archive” button. Matching transactions appear in the grid (right)

 

4.      Click “ARCHIVE POs” button and the selected POs will be removed from the CURRENT database and moved to the ARCHIVE database.

 

 

 

 

 

 

 

 

 

Archiving SELECTED RECORDS From Grid

For example, here we select three POs to remove from our CURRENT database. Clicking “ARCHIVE and REMOVE” will remove these two items from the CURRENT DATABASE to the ARCHIVE database.

 

 

Note:

To select MULTIPLE ITEMS, hold down the CTL key while selecting.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Archived POs may be:

·            Viewed, printed, edited and deleted.  Main Menu | Purchase Orders |Archived POs – Edit/Delete/Print   

·            "Looked up"—viewed or printed only.  Main Menu | Purchase Orders |Archived POs – Lookup

·            "Unarchived"—restored to the CURRENT database.  Main Menu | Purchase Orders | POs – Unarchive

 

 

For more on Archiving, see Ch9_ArchivingUnarchivingTransactions.htm

 

 

Copyright 2009, Koehler Software, Inc.