Purge A/R History

The history for each customer account is maintained in full until Purge A/R History is run.
This program compresses all PAID invoices and fully applied payments from the Customer's account up to the cut-off date. Any invoices that are not fully paid and all payments that are not fully applied are NOT compressed.

A report of all invoices that were purged from the customer's account is printed. Keep this report because the corresponding detail in the software is erased.

Decide how many months of customer history your firm needs, then make regular compressions to erase unwanted information. Usually six or nine months of customer history is more than adequate.

The Aged A/R Detail Report and the Aged A/R Summary Report read old invoices in order to reconstruct the customer's account.
Make sure that this report is no longer needed for a time period earlier than the Cut-off Date used for the compression.
If the invoices are compressed, the Aged A/R Report for that old time period won't be accurate.

Note: The security by division feature as determined by Divisional Restricted Views does NOT apply to this House Keeping utility.

Complete ALL posting for A/R Payments, Bad Debts and for Collections before running the purge program, as these programs may need to update invoices that could be purged.
This purge cannot be done if there are unposted A/R payments.

The prompts are:

CUT-OFF DATE:

Enter a date of 6 months ago, in order to purge unwanted Account History that is 6 months old or older.

NOTE: Be sure that an Aged A/R Report from this time period is no longer needed, before proceeding.
Once the data has been purged, the Aged A/R Prior Date will not work for this time period.

FROM CUSTOMER NAME

Leave this field blank to include all customers or type in one customer name to be compressed, or select one from the search window.
e.g. CASH.

TO CUSTOMER NAME

Leave this field blank to include all customers or type in one customer name to be compressed.

Finished?

Click ACCEPT to generate the Purge A/R History Report or CANCEL to abort.

PURGE A/R HISTORY REPORT

Review the customer 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 customer transactions or NO to abort.

When A/R details are compressed and the details are purged using this utility, an audit record is written to the Delete Log for the Function ARAR95C 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.