Purge A/P History

The history for each vendor account is maintained in full until Purge A/P History is run.
This program deletes all PAID invoices and check history from the Vendor's account up to the specified cut-off date.
Any invoices that are not fully paid are NOT deleted.

Decide how many months of vendor history your firm needs, then run this program regularly to erase unwanted information.
Usually six months of vendor history is more than adequate.

Do NOT run this program if the Aged A/P Report does not agree to the A/P Control Account in the General Ledger.
Refer to Aged A/P Summary Report for details on Balancing the A/P Sub-ledger to the G/L.
If they do not agree, the invoice and payment details in the Accounts Payable sub-ledger need to be available in order to search for the discrepancy.

Note: Complete ALL posting before running the purge program.
This purge cannot be done if there are unposted A/P payments. If this security warning that unposted checks exist, persists refer to the notes at the end of this page to verify and clear the records.

The prompts are:

CUT-OFF DATE

Enter a cut-off date.
All fully paid invoices and the check history will be deleted up to this date.

STARTING VENDOR NAME

Leave this field blank to include all vendors, or type in a beginning vendor name, or select one in the window.

ENDING VENDOR NAME

Leave this field blank to include all vendors, or type in an ending vendor name, or select a vendor in the window.

Finished?

Click the ACCEPT to proceed, or click the CANCEL to abort.

PURGE A/R HISTORY REPORT

Review the vendor records on the report, and store the report for audit purposes of the details prior to compressing them.

POSTING CONFIRMATION

Click YES to compress the vendor transactions or NO to abort.

When A/P details are compressed and the details are purged using this utility, an audit record is written to the Delete Log for the Function APAP95C with the Cut-Off Date of the purge.

Note: Be advised that once executed, this operation cannot be undone.
Hence, prior to running this request, verify in the play environment that the results obtained from running this operation are as expected.

Error Message - WARNING - UNPOSTED CHECKS
If this error message is triggered when the Purge option was selected, run Print Check Register & Post to clear out any unposted checks.

If the error message persists, then the program has found a computer check run edit, which it considers to be outstanding as well. To clear this edit, run Select Invoices - Computer Checks for each currency code and re-select all vendors from name Z to name A.
This will clear all unprinted checks from the system, allowing the Purge to proceed.