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How do we unreceive archived receipts?

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R Phillips

Advanced Member

Posts: 42

7/2/2014 10:25 PM

We have discovered an issue with our PO135 process. We have a large number of old POs (some dating back to 2003) that are on our PO135 and the receipts are causing an accrual issue.

In researching, we found that this started occurring in 2011 after we completed our upgrade from Lawson 8.0 to 9.0. During the upgrade process, in order to cut down on the size of files, a large number of AP files were archived. Also, as a part of our accrual or anti-accrual process, depending on how you look at it, we back out receipts for older PO's where an invoice has not been received. If a PO is received in the future then the receipts are added back into the system. (The process itself is for another discussion, but it is what it is right now.) Our AP also uses the chargeback process when we receive an invoice for more items than we actually received.

On the old items that we have found on the PO135, we are finding the following things.

We cannot unreceive the receipts since they are archived (but still show in the system).
The amount on the PO135 appears to be the exact amount as the chargeback on the PO.
The invoice/AP records no longer exists because we deleted it out of the system.

Any idea on how to get these receipts out of the system?

Thanks!

Rebecca

Bill Ianni

Veteran Member

Posts: 111

7/3/2014 3:54 PM

Rebecca,
There are two ways to archive receipts from PO135.
1) There is a Receipt Archive function code (V) on the PO LINE. Use of this code archives the receipt without making a financial entry.
2) There is a Receipt Archive program (MA180) that accomplishes the archive, and makes a financial entry to the archive/write-off accounts that are defined on the Matching Company (MA01).
Most Lawson customers would choose option 1. However, if you wish to hit the departments with the expense, you would go with option 2.

JonA

Veteran Member

Posts: 1163

7/8/2014 1:31 PM

But it sounds like to me that your receipts are already archived but yet they're still accruing. We've come across this from time to time but not to the extent that you seem to be experiencing. Our solution for receipts that will not be matched and are in archived status is to quick-paint the status of the receiver from 9 to 1, then the buyer creates the adjustment, changes the unit cost to 0 and re-receives.