Archiving Business Rules

This section discusses the following PeopleSoft Payables archiving business rules:

Payment Archival Business Rules

To be archived, payment data must pass the following business rules:

The payment post status must be Posted and the reconciliation status must be Reconciled when any of these three scenarios are met:

The reconciliation method is set to none (N), the cash cleared flag is active (Y), the cash cleared date is not null, and the cash cleared date value is less than the archive as of date value.
The cancel action value is set to Close or Processed, the cancel date is not null, and the cancel date value is less than the archive as of date value.
The cash cleared flag is not active (N), the bank account does not use the Cash Clearing Application Engine process (AP_APCSHCLR), and the payment date value is less than the archive as of date value.

Voucher Archival Business Rules

To be archived, voucher data must pass the following business rules:

Voucher post status is Posted and the invoice date value is less than the archive as of date value, or voucher entry status is Deleted and the invoice date value is less than the archive as of date value.
Associated payments no longer exist on the payment table.

Payments must have been previously archived.
No related vouchers exist that are not currently archived.
Voucher does not have accounting lines which have not been distributed to the general ledger.
Voucher does not have accounting lines with a journal date value greater than an archive as of date value.
Voucher does not have scheduled payments with a status other than Closed, Paid, or Canceled.
Voucher does not have scheduled payments with unposted withholding transactions.
Voucher does not have accounting lines with unposted VAT information.
Voucher should be matched or overridden if matching is required.
Voucher does not have voucher lines referencing a purchase order that does not have a status of Complete, Canceled, or Pending Cancel.
Voucher does not have accounting lines which have asset information that has not been distributed to PeopleSoft Asset Management.
Voucher does not have accounting lines which have PeopleSoft Project Costing related information that has not been distributed to PeopleSoft Project Costing.
Voucher has been budget checked if applicable.

Supplier Archival Business Rules

To be archived, supplier data must pass the following business rules:

Last activity date value is less than the archive as of date value, or the last activity date value is null and the supplier status value is equal to the to be archived value.
Supplier cannot have any payments on the Payment table.

Payments must be archived prior to running the supplier archive process.
Supplier cannot have any voucher on the voucher table.

Vouchers must be archived prior to running the supplier archive process.
Supplier may not have existing purchase orders that do not have a status of Complete, Canceled, or Pending Cancel.
Supplier may not also be linked to an active PeopleSoft Receivables customer.

Payment Request and Payment Request Message Archival Business Rules

To be archived, payment request and its related messages data must pass the business rule: Payment requests should be either Cancelled or Vouchered.