How do I Un-archive Sales/Purchase Ledger Transactions?

Summary

This article explains how to un-archive sales or purchase transactions that have been cleared down.

More Information

As part of the Month End procedure, you can archive or clear down the transaction history in the Sales Ledger and Purchase Ledger. This removes all fully processed transactions from the Customer or Supplier History so that you only see the outstanding items, or items that have not yet been processed through the month end.

If you have archived information that you need to see, it can be retrieved provided that the system parameter "Archive Transactions :" is set to 'Y'. All new systems will be set up this way, but it is sensible to check.

Go to " Reports & Settings Maintenance Options Transaction Archives".

Retrieving Transactions that have been archived

To make sure that you only retrieve the desired transactions, you will need to enter criteria into the Document range screen as follows.

• Select the "Ledger type:" that you want to retrieve.

Choose either 'S' for Sales or 'P' for Purchase on the "Account:".

• Enter the account code for whom to retrieve transactions next to the 'S' or 'P'.
• On the "Group:" enter the 'Account Group' for which the data is to be retrieved if you want to do a selection of accounts or leave this field blank if you do not want the retrieval to filter on the account groups.
• Enter the 'start date' at the "From date:"
• Enter the 'end date' at the "To:".

If you want to retrieve everything for an account or for a ledger, leave the dates as zero.

• Press <F2> or click on the [Retrieve] button to start to retrieve cleared down transactions.

A screen will appear asking you to Please wait... whilst it updates the files back into the relevant accounts.

• Nothing will appear on the screen in front of you. To see the retrieved information, go back to either Customer or Supplier History in the Sales Ledger or Purchase Ledger.

See Also

• How to process a month end
• How do I find a Sales/Purchase Ledger Number?
• How do I View Customer/Supplier Transaction History?

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Keywords AND Misspellings

Un-Archive, Un-Arc, Unacr, Unarch, Un-arch, Archive, Undo, Reverse, Cleardown, Clear, Down, History, Transaction, Purchase, Sales, Ledger, Old, Data