The Archives Sales Transaction Type stores copies of original transactions when they are converted to another Transaction Type. For example, when a Sales Order is filled, the Order is automatically converted to a Sale Invoice, the original Sales Order is deleted, and a copy of the Sales Order is saved as an Archive transaction. The Archive copy retains the original Amount Remaining to be paid, and the original Payments appear in the Payments Tendered list along with a Payment transferring the Amount tendered to the new Sales Invoice.
A transaction may be archived to the same transaction type, leaving the original alone, and making the new converted transaction a copy of the original plus any changes.
Archived transactions are enabled by default on some transaction types, like Sales Orders, and may be disabled if desired by setting the Archive To Save Parameter to None.
Because Archives are really nothing more than backup records of initial transactions, Inventory and Customer database record fields are not updated when Archive transactions are created or deleted.
Archives do not automatically convert to any other Transaction Type. By default, Archives use Inventory Price/Cost and Sales Tax data from the original Order (i.e., are not recalculated when converted to an Invoice).
Note: Transactions are not Archived if the Convert When Save Parameter is set to Always.
Setup Screen Default Settings - Setting / Default / Status:
Enabled / ON / May be changed
Name / Archives / May be changed
Menu Name / &Archives / May be changed
Short Name / Archives / May be changed
Abbreviation / ARCH / May be changed
Description / copies of original orders completed / May be changed
Next Number From / Archives / May be changed
Data File / KSTR####.DAT / May be changed
Save Payments To This File / Not Available / N/A
Directory / Not Available / N/A
GL Payment Posting / Non-Posting / May be changed
Hot Key / blank / May be changed
Security Levels /see Default Sales Transactions Security Levels
Entry Parameter Default Settings - Setting / Default / Status:
Qty Only / ON - Qty / May be changed
OnOrd/Ship / ON - OnOrd Ship / May be changed
TotQ/TShip / ON - TotQty TotShp / May be changed
List/MrkDn / OFF - Mark-Down / May be changed
Cost Profit / OFF - Profit / May be changed
Default Mode / TotQty/TotShipped / May be changed
OnOrd To Shipped / Never / May be changed
OnOrd/Ship - Display Ship Totals / OFF / May be changed
Auto-Fill Shipped Qty On New Lines / OFF / May be changed
Auto-Fill Shipped Qty On New Edit / OFF / May be changed
Detail Box / Line Item Comment / May be changed
Disable Customer Display / OFF / May be changed
Customer History - Start Date / blank / May be changed
Customer History - Show on Customer History Screen / OFF / May be changed
Customer History - Warn if Existing Transaction / OFF / May be changed
Customer History - Load Customer Line Item History / OFF / May be changed
Customer History - Warn if Item on Existing Transaction / Not Available / N/A
Complete Sale Parameter Default Settings - Setting / Default / Status:
Fields to be displayed:
Order Number / ON / May be changed
Salesperson / ON / May be changed
Discount / ON / May be changed
Shipping / ON / May be changed
Editable Tax / OFF / May be changed
On Account / ON / May be changed
Payments / ON / May be changed
Orig Order Date / OFF / May be changed
Ship Date / OFF / May be changed
Not Before Date / OFF / May be changed
Not After Date / OFF / May be changed
Default Entry Fields (to which the cursor automatically navigates):
Orig Order Date / OFF / May be changed
Ship Date / OFF / May be changed
Not Before Date / OFF / May be changed
Not After Date / OFF / May be changed
Order Number / OFF / May be changed
Salesperson / OFF / May be changed
Discount / OFF / May be changed
Shipping / OFF / May be changed
Prompt for Payment / OFF / May be changed
Select Payment / OFF / May be changed
Edit Pay Date / OFF / May be changed
Confirm Totals / OFF / May be changed
Support Print Immediately / OFF / May be changed
Other Complete Sale Parameters:
Allow Credit Payments / OFF / May be changed
Min Payment / 0% / May be changed
Don't Give Back Change / OFF / May be changed
Give Change On Partial Shipment / OFF / May be changed
Update Parameter Default Settings - Setting / Default / Status:
QOH / OFF / May be changed
Qty Allocated / OFF / May be changed
Qty On Layaway / OFF / May be changed
Total Sold / OFF / May be changed
Last Sold / OFF / May be changed
Last Shipped / OFF / May be changed
Amount Due / OFF / May be changed
Total Purchased / OFF / May be changed
Last Purchase Date / OFF / May be changed
Back Order List / OFF / May be changed
Save Parameter Default Settings - Setting / Default / Status:
Convert When / Manual Only / May be changed
Convert To / Not Available / N/A
Prompt Before Converting / Not Available / N/A
Keep Number When Converted / OFF / May be changed
Don't Save Shipped Qty / OFF / May be changed
Copy Shipped Items to New Sale / Not Available / N/A
Print New Invoice / Not Available / N/A
Delete Filled Line Items / Not Available / N/A
Delete Completed Transaction / Not Available / N/A
Archive To / None / May be changed
Reload Prices When Editing / OFF / May be changed
Reload Avg Cost When Editing / OFF / May be changed
Use Current Date For Sales Tax / OFF / May be changed
Rev Trans - Tax On Orig Date / OFF / May be changed
Recalc Shipping When Editing / OFF / May be changed
Ignore Purge Immediately / OFF / May be changed
Manual Conversion To: (based on Transaction Type that have been Enabled)
Sales Invoice / OFF / Can be changed
Layaway / OFF / Can be Changed
Sales Order / OFF / Can be Changed
Quote / OFF / Can be Changed
On Hold / OFF / Can be Changed
Rental / OFF / Can be Changed
Gift Registry / OFF / Can be Changed
Special Order / OFF / Can be Changed
Service Order / OFF / Can be Changed
Recurring Charges / OFF / Can be Changed
Not Used / OFF / Can be Changed
Archives / Not Available / N/A
See:
Sales Transaction Types - Setup Screen
Configuration Manager Contents