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Moving Sales Transactions to History

  • 1.  Moving Sales Transactions to History

    TOP CONTRIBUTOR
    Posted Jan 08, 2019 01:33 PM
    ​Good Afternoon!

    I'm wondering if there is an advantage to leaving sales transactions in an OPEN status. We have 15 years worth of open transactions and before I begin moving them to history I want to make sure there won't be a negative impact to AR or inventory.

    Thanks!

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    Shari Bruno
    Accounting Operations Manager
    Bible League International
    Crete, IL
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  • 2.  RE: Moving Sales Transactions to History

    GOLD CONTRIBUTOR
    Posted Jan 08, 2019 01:49 PM
    Hi Shari,

    Are you using something outside of GP for your sales? When orders are moved to history, it's because they have been moved to an invoice. Once the invoice is fulfilled, it too moves to history. Taking with it the line items of the sales order, from inventory. This will also create GL movement. So to answer you question in short, yes. It will cause an negative effect.

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    Chase Landorf
    Director of I.T.
    Ideal Deals, LLC dba Ideal Aluminum Products
    Saint Augustine FL
    ------------------------------



  • 3.  RE: Moving Sales Transactions to History

    TOP CONTRIBUTOR
    Posted Jan 08, 2019 03:14 PM
    ​Hi @Chase Landorf

    We aren't using an outside program for sales, everything runs through GP. We are a NFP and have a minimal number of actual sales transactions.​​ For the most part sales orders are used to show the movement of inventory from a vendor to a partner. But we do have pages of sales transactions in an OPEN status that are completed and it's those that I want to move to history.

    ------------------------------
    Shari Bruno
    Accounting Operations Manager
    Bible League International
    Crete, IL
    ------------------------------



  • 4.  RE: Moving Sales Transactions to History

    TOP CONTRIBUTOR
    Posted Jan 08, 2019 02:58 PM

    Hi @Shari Bruno

    In out-of-the-box GP Sales Transactions are only moved to history if you intentionally move them with "Remove Paid Transactions" routine in the Sales Module.

    To me, there is not much "upside" to keeping them in Open!  If they are fully paid, etc move them to history.

    Here are the Caveats:
    I have seen it where IT folks or consultants write custom reports using only the open tables - if you move them to history it will "temporarily" break these reports until someone corrects them by a union all to the history tables.

    Also, the other gotcha - if you have a lot of NSF checks from your customers be careful of dates around moving the checks - you can't void or NSF them if they are in history - however, there is a PSTL tool that will help with this.

    So, if you have no custom reporting and if NSF's are not a big deal, you might as well be able to do an inquiry on a customer and see at a glance what is really "OPEN" vs what is in "HISTORY" i.e. paid.



    ------------------------------
    Kindest Regards,
    Jo deRuiter , MCP, DCP
    "That GP Red Head"
    AISLING DYNAMICS CONSULTING, LLC
    WEBSITE: https://aislingdynamics.com/
    BLOG: https://community.dynamics.com/gp/b/gplife
    GPUG Academy Instructor
    Dynamics GP Credentialing Council-Vice Chair
    770-906-4504 (Cell)

    ------------------------------



  • 5.  RE: Moving Sales Transactions to History

    TOP CONTRIBUTOR
    Posted Jan 08, 2019 03:44 PM
    ​Hi @Jo deRuiter

    I'm checking the custom reports, and we have limited sales so NSF checks aren't an issue.

    Maybe my understanding of removing paid transactions is incorrect. It was explained to me as you note below, that out of the box sales transactions don't move to history on their own, they have to be manually moved. This makes me think that someplace I would be able to access or create a report that shows all sales transactions with an OPEN status, but I'm getting nowhere fast. Can you point me to where I can find this information?

    Thanks!

    ------------------------------
    Shari Bruno
    Accounting Operations Manager
    Bible League International
    Crete, IL
    ------------------------------



  • 6.  RE: Moving Sales Transactions to History

    TOP CONTRIBUTOR
    Posted Jan 08, 2019 03:55 PM
    Hi @Shari Bruno

    I'm not sure what you mean - if you move them to history - it will NOT move them if they are even slightly open.  This means that nothing in history has any open or remaining dollars at all.

    As for reporting - You can get a good idea of what is "OPEN" or still has a balance due by using SmartLists by adding the column "Current Transaction Amount"  This is the amount still due on your transactions.

    Be careful of voids and the fact credit memo's and payments may come in as well and they will be positives - you can use filters to get rid of them.




    ------------------------------
    Kindest Regards,
    Jo deRuiter , MCP, DCP
    "That GP Red Head"
    AISLING DYNAMICS CONSULTING, LLC
    WEBSITE: https://aislingdynamics.com/
    BLOG: https://community.dynamics.com/gp/b/gplife
    GPUG Academy Instructor
    Dynamics GP Credentialing Council-Vice Chair
    770-906-4504 (Cell)

    ------------------------------



  • 7.  RE: Moving Sales Transactions to History

    TOP CONTRIBUTOR
    Posted Jan 08, 2019 04:36 PM
    ​Hi @Jo deRuiter

    This is how all of the customers in all of our divisional companies look - the date on the first invoice listed is 2014:


    I went to the GP Housekeeping session at Summit and removing paid sales transactions was brought up. But I think I need to look into this routine further - and why our division companies have all these open sales invoices.

    Thanks for your help!​

    ------------------------------
    Shari Bruno
    Accounting Operations Manager
    Bible League International
    Crete, IL
    ------------------------------



  • 8.  RE: Moving Sales Transactions to History

    GOLD CONTRIBUTOR
    Posted Jan 08, 2019 04:24 PM
    Good afternoon Shari,

    There is a difference between Receivables transactions and Sales Order Processing transactions. Sales Order Processing Quotes and Orders automatically move to history when they are transferred to an invoice. Once the Sales Order Processing invoice is posted, it moves to the Sales History table. When posting a Sales Order Processing invoice, behind the scenes, it also creates a Receivables transaction in the RMXXXX tables. Those RM transactions do remain in the Open table until you run the "Paid Transaction Removal" process off the Utilities area in the Sales home page. The advantage of removing those receivables transactions to history is that when you open certain inquiry screen, you can uncheck the include "history" section which makes the query run faster. Also, once transactions are moved in to history they will no longer appear on the customers' statement. Keep in mind you cannot void an invoice that has been moved to history. If you plan on running the Paid Transaction Removal process, since you have never ran it, I would run it on a weekend or try one year at a time in a test company first. This process can take some time to run. You could also try running it for one customer and see what happens in the inquiry screen, the apply cash receipt screen etc...

    ------------------------------
    Christine Boisvert
    Technical Sales / Report Trainer
    Vivid Reports
    Winnipeg MB
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  • 9.  RE: Moving Sales Transactions to History

    TOP CONTRIBUTOR
    Posted Jan 09, 2019 09:26 AM
    ​Thanks so much @Christine Boisvert for unraveling this, I appreciate your help!​

    ------------------------------
    Shari Bruno
    Accounting Operations Manager
    Bible League International
    Crete, IL
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  • 10.  RE: Moving Sales Transactions to History

    GPUG ALL STAR
    Posted Jan 09, 2019 11:47 AM
    Hi @Shari Bruno

    I run this every month, but I change the date for Cut Off​ to be six months prior to allow for NSF or returned checks.  As others have mentioned, it is a time consuming process so I would definitely break this up into chunks.  I would also suggest making a backup right before you run it each time.

    ------------------------------
    Frank Heslin
    Financial Systems Administrator
    ExamWorks, Inc.
    Atlanta GA

    GPUG Advisory Committee Member
    Summit Track Leader
    GPUG All Star 2016

    GP2018
    MR CU16
    ------------------------------



  • 11.  RE: Moving Sales Transactions to History

    TOP CONTRIBUTOR
    Posted Jan 09, 2019 12:31 PM
    ​Thanks everyone! I ran this past our inventory control manager who initially didn't think this is something we were doing, but when I sent the explanation from @Christine Boisvert it turns out she has been running this routine every month for years. Our sales orders are used to show the movement of inventory to our partners overseas so we don't deal with NSF checks.

    Thanks again! I love the collective knowledge of this forum.​​

    ------------------------------
    Shari Bruno
    Accounting Operations Manager
    Bible League International
    Crete, IL
    ------------------------------



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