I can't promise that data will cleanable in the next version, but we can look at what might be possible with the integrity check.

I was able to get that particular PO1684 and all the related receipts and invoices into history, after cleaning up all the invoices with a delivery note status (using GridView R/W) and some receipts, and then running the Archive Documents process. I am not sure which document was the plug.

Integrity check fix would be very much appreciated.

Upon further investigation, it appears that there are hundreds of receipts on our system that are completely invoiced that have not changed from receipt status "2".

I have another example as recent as Sept 2, 2012 where this occurred. I know you don't have my recent data but as an example, RC7776 with a receipt date of Sept 4, 2012 pops up "Adjustments have been issued on this receipt" and "There are no unadjusted delivery notes on this receipt" and all the line items say Inv Status "Inv". On the Data Flow tab, I can see that there are 2 Invoices associated with this receipt. ADJ7772 was used to invoice Vendor 2 and ADJ7782 was used to invoice Vendor 1.

The problem seems to be when our staff are invoicing Vendor 2 while Vendor 1 has not yet been invoiced, they are not deleting the lines for Vendor 1. When they post, it pops up a message saying "Vendor 1 items have not changed, do you want to complete this invoice now?" and they click "no". Then they complete the posting for Vendor 2 by receiving an ADJ#. Later when they get an invoice for Vendor 1, the receipt still shows those lines as "del" so they post them and complete them.

The problem is that first invoice to Vendor 2 on ADJ7772 shows "del" on the items for Vendor 1. This is unchangable. So these Receipts will never change to inv status "2".

My first question is, should I ask our staff to delete the lines from Vendor 1 when they are posting invoices for Vendor 2 and vice versa, to prevent this problem from continuing?

Second questions is, I have hundreds of these receipts in our data that are permanently stuck at inv status "2" even though they are completely invoiced. What do I have to do to get my data fixed? Should I get this mess cleaned up before we move to the new POA or will the integrity check in the new POA resolve it for me?

I'm not sure if anyone at Softrak is still following this thread, but if so...

I'd like to retract my last post. I tested a few more and I think they are changing to Invoice status "2" as they should even when invoices are posted for vendor 2 using proration into the items on vendor 1 even while the items on vendor 1 are not yet invoiced.

It looks like many of the receipts we have that won't move to history are because of PO's that are not complete or lines on the receipt that were left at invoice status "del". With some time and effort, I should be able to clean a lot of these up. So, I should only be left with some older receipts that I can't fix myself because even though they meet all the criteria to move to history, they still won't.

Using POA Report "Outstanding Receipt Invoice List" the results are the actual outstanding receipts, which is what we want, rather than using Gridview with {Inv Status} = 2 where the results are all the receipts that haven't moved to history. Is there a way to get Gridview to produce the same results as Crystal Reports?

Hi Susan,

How far were you able to get with this one?

I think we can say that an improvement will be coming with the next upgrade to PO, with a better Archive Documents process. The problem of documents not being archived in your data stems from 4 particular receipts in your data (187, 2083, 2602 and 3398) having misc charges with a delivery note status, when all the items have been invoiced in full. These 4 receipts caused a total of 43 documents (your oldest 6 POs, 11 receipts and 26 invoice/adjustments) to be skipped on archiving.