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invent!ory ULTRA 2013 Help

Archiving and UnArchiving Transactions By Range

Instead of deleting records from our database, ULTRA now “archives” them.

Why?

Because you can UNARCHIVE (reverse) the archived transactions at any time.

Deletions, however, are permanent and unretrievable.

These functions allow you to save old transactions in an ARCHIVE database and remove them from your CURRENT DATABASE where they just take up space and cause your reports to be unduly lengthy.

You may restore the ARCHIVED tranactions to CURRENT status by using the companion UNARCHIVE function. We will discuss both functions below.

Options for Archiving Transactions

There are two options for ARCHIVING POs:

A. Selecting by a Min/Max Date Range

B. Selecting Individual Transactions by Grid Rows

Here, we will deal with Option A - Selecting POs by a Min/Max Range. For archiving POs individually, see Archiving POs individually

Option A: Archiving by Date Range

The benefit of this method is it lets you manage a LARGE NUMBER of records with a few keystrokes.

Hint: Just follow the number balls (u v w x) below)

Here is the ARCHIVE TRANSACTIONS screen with our Min/Max date ranges (01-01-2004 to 10-08-2004) in the Options A section.

u Enter the “Min/Max” Date Range

v Click the “ARCHIVE” button. Matching transactions appear in the “Selected POs” grid (below):

x User Option Message tells you how many records will be archived.

y Confirmation message

z Inspect the Database Grids to confirm that Archiving is completed.

In the CURRENT TRANSACTIONS grid, we see the 12 transactions were removed.

In the ALL ARCHIVED POs grid, we see that the formerly empty grid now contains the archived transactions.

Unarchiving TRANSACTIONS

We can reverse the ARCHIVING PROCESS by repeating the same steps and clicking the UNARCHIVE button

We see that the 12 transactions are returned to the CURRENT PO grid, and the ALL ARCHIVED POs grid is empty.