Archive Summary/Detail Reports (Oracle Receivables Help)


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Archive Summary/Detail Reports

Receivables creates these reports automatically when you run the Archive and Purge, Archive-Preview, or Archive Restart program. Use these reports to review summary information for your Archive and Purge submission.

The Archive-Summary Report includes the amount and count of transactions selected for purge based on the AR_ARCHIVE_CONTROL_DETAIL table. The Archive Detail Report includes the amount and count of transactions selected for purge, as well as a breakdown of the summary information by customer. This report is based on the AR_ARCHIVE_HEADER and the AR_ARCHIVE_DETAIL tables. The Archive Detail report is generated automatically if you set the 'Summary Report Only' parameter to No.

If you run Archive-Preview, the report lists purge candidates. If you run either of the other two programs, the report provides details of the actual transactions purged.

You can submit this report for previous archive runs to review summary information for what was previously purged. To help you identify the correct archive run, the archive Id parameter is displayed in a date format, which indicates the exact date and time the program was run.

Note: Miscellaneous Transactions will not be Purged unless you run Archive and Purge for all customers because Miscellaneous Transactions are not related to specific customers. Therefore, if you run Archive and Purge for a specific customer, Miscellaneous Transactions will not be displayed in this report

Report Heading - Summary Report

Purge Period: The period from which the transactions have been archived and purged. The Archive Summary report may include transactions from past periods that were not eligible for purge when the archive and purge programs were run for that period and thus your report may include several periods. Each period will display on a separate page. The report is ordered by period.

Row Headings - Summary Report

Grand Total: The total amounts of debits and credits for the entire purge run, excluding Guarantees, Miscellaneous Transactions and transactions not open to receivables. This total should equal zero.

Total: The total amount of debits and credits for the period. The first total value should net to zero across all periods in the purge run. The second total for a period represents a total for Guarantees, Miscellaneous Transactions and transactions not open to receivables.

Report Heading - Detail Report

Customer: Archive/Purge may select transactions from past periods that were not eligible for purge when the archive and purge programs were run for that period, so your report may include customer transactions from several periods. The report is ordered by customer. Each customer will display on a separate page.

Row Headings - Detail Report

Total For Customer: The total amounts of debits and credits for the customer. Archive/Purge will not purge transactions unless the entire chain of transactions are closed and are being purged also. Consequently, the Customer Total may equal zero. This total would not equal zero for any of the following reasons:

The customer's transactions were fully or partially paid or credited by another customer's receipt or credit memo which is also being purged.

If Guarantees are listed, they will be included in the Customer Total. Guarantees have no related payment and will therefore not net to zero.

If any of the customer's transactions are not open to receivables, they too have no related payment and so will not net to zero.

If there was any exchange rate gain/loss or discounts taken during receipt application.

At the end of the report, these exception items are totalled separately so you can reconcile your Grand Total against individual Customer Totals.

Total Discounts: The total discounts taken across all customers. These items are included in the Grand Total but not in Customer Totals.

Total Gain/Loss: The total exchange rate gain/loss across all customers. These items are included in the Grand Total but not in Customer Totals.

Total Open Rec = N: The total items not open to Receivables across all customers. These items are not included in the Grand Total but are included in Customer Totals.

Total Guarantees: The total Guarantees across all customers. Guarantees are not included in the Grand Total but are included in Customer Totals.

Total Misc. Transactions: Miscellaneous transactions are not related to Customers and are therefore totalled separately at the end of the report. Miscellaneous Transactions have no related invoice and so will not net to zero. Consequently, they are not included in the Grand Total of the report.

Miscellaneous Transactions will not be Purged unless you run Archive/Purge for all customers, because they are not related to specific customers. If you run Archive/Purge for a specific customer, the Total for Miscellaneous Transactions will not display.

Grand Total: The total amount of debits and credits for the entire purge run, excluding Guarantees, Miscellaneous Transactions, and transactions not open to receivables. The total across all your customers less the totals for Guarantees, transactions not open to receivables, discounts and exchange rate gain/loss should equal the Grand Total. This total should equal zero.

Archive Summary/Detail Reports

Report Heading - Summary Report

Row Headings - Summary Report

Report Heading - Detail Report

Row Headings - Detail Report

See Also