Archiving old vendors

laura-patenaude

We are on V10/on premise.  The last time our AP Vendor Master was cleansed I was told was 10 years ago (I've been here about 4 years).  We just recently had an internal audit and it was determined that AP is only actively using about 8% of the vendor master records in APVENMAST.  We would like to archive vendors that are no longer actively being used.  I was asked to reach out and see if others are doing this and how you are doing it?  I know there are multiple tables that would be involved if a purge were to be done - so we are looking to start by just possibly inactivating vendors that meet certain criteria.  I'm thinking this could be done using a process flow and running the flow monthly to inactivate vendors that haven't been used/paid within the last 12 months.  Does anyone else have any suggestions?  Has anyone done something like this using a process flow?  Thanks in advance for any thoughts or suggestions. - Laura

unknown

We don't use IPA/Process Flow. I use Crystal Reports for this. Recently we had to populate an external system with vendors. Since we did not want to sent 30K+ vendors over, I created a report that went through all invoices in a given date range, and extracted the vendor numbers. This gave me a master file of vendors to send over. Thus we ended up populating the other system with the last 2.5 years'-worth of vendors. So far, I have only had to send over 1 vendor which was last used more than 2.5 years ago.

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