We're wondering whether we can archive some of our history in A/R with the hope that it will speed things up a bit. We typically need to be able to inquire into the current year and 1 year previous and rarely have to go back further. Obviously we can't lose the history and we do occasionally have to inquire back several years. Do you have any suggestions on whether we can accomplish this and if so, how?? In otherwords, we're hoping to somehow partition 2 years previous and older into a separate file without it being too much hassle if and when we do need to look back. Any suggestions, and do you think it will help the speed issue?

Thanks - Sue

Hi Sue,

There is only one History file in Receivables. If you want to purge history, then it is gone. There is no option to move it aside to a separate historical file.

One solution would be to keep a separate copy of your company AR data in a different place for the archival access, and purge the history for your working live company data to a smaller and more workable size.

What type of lookup would you typically do for Receivables history for a document a number of years old? Could this be accomplished in a different program such as Sales Analysis, if you are looking for old invoices?

What is performing slowly that you would like to see get faster? It is possible that posting batches and some transaction reports could see improvements with smaller history.

Hi Sue,

Are you actually using the term "History" to refer to the transactions visible when you click the "History" radio button on the customer transaction screen, or just as a generic term to refer to old invoices in AR that have never been moved to the "History" file that Support is referring to.

Thanks for the replies,

Certain things seem to have improved (ie. the speed) in the last A/R upgrade. However, there's still some things that still take quite a while; customer # changer, various reports (mainly month end related), and exports.

I am using the term 'history' in a generic sense.

We have quite a large volume of data in A/R, and so we thought this may be causing some of the speed issues. We like the idea of keeping a separate copy of our company A/R data in a different place for the archival access, and purging the history so that our working live company data can be a smaller and more workable size. We'll make backups and give this a try (can't hurt to try??).

Thanks for your help and suggestions!

Sue - Holiday Park Resort

Another possible solution might be to purge history for a specific customer rather than all customers. Specifically, do you have a 'CASH' customer or a 'VISA' customer that has significant transaction volume and for which keeping history isn't as important? Purging this 'customer' could allow you to keep all the history for your 'real' customers.

And further to Andrew's comment, check that you don't have lots of invoices and payments that net to zero, but each document still has a current balance. These invoices would continue to appear on the Overdue Receivables report, when 'zero balance customers' are selected to be printed.

Should this exist, an easy way to clean this up is to run the WriteOff batch function, only for customer balances in the range of zero to zero. This will apply an adjustment to each document for a Net 0 balance customer, and thus these documents would get moved from 'Current' to 'History'.