Use this screen to delete A/P, Travel, or PO vouchers from the A/P and Travel databases.
The original tables include those from Costpoint Accounts Payable, Travel, and Purchasing. When you perform the Purge Vouchers process, the system will delete data from the source tables.
In order to purge those vouchers that have been on a check or EFT, you must select the Purge Checks checkbox on this screen. You cannot purge some selected vouchers; for instance, you cannot purge PO Vouchers unless they have been archived using the Archive Purchase Orders screen in Costpoint Purchasing.
To prevent the accidental deletion of data, we recommend that you restrict user access to this screen. Should an error (system, hardware, electrical) occur during this purge, the same user must restart and resume the purge after the crash.
Normally you will run this process to clear out unneeded history and free up database space. We suggest that you include only closed periods in the Voucher Purge. If you select an open period for purging, the system will display the following error message:
Warning: All accounting period(s) within the range selected for the purge have not been closed. Continue?
Following your company procedures, you should first identify which fiscal year and periods should be included in the selection parameters. All vouchers within the fiscal year selected AND previous fiscal years will be purged.
Verify that this data will not need to be retained in the system for future audits. We strongly urge you to archive this data before purging.
You should run this report when all other users are out of the P/O voucher, Travel, and A/P voucher screens.
Use the fields in this group box to select the vendors whose vouchers will be purged.
Enter, or use the drop-down box to select, the range of vendors for which you want to purge vouchers. Valid options are "All," "One," "Range," "From Beginning," and "To End." The default for this field is "One."
Enter the starting vendor ID for the vouchers you want included in this purge. If you select "All" or "From Beginning" as the Range Option, this field will be inactive.
Enter the ending vendor ID for the vouchers you want included in this purge. If you select "All," "One," or "To End" as the Range Option, this field will be inactive.
Use the fields in this group box to select the range of voucher numbers to be purged.
Enter, or use the drop-down box to select, the range of vouchers you want to include on this report. Valid options are "All," "One," "Range," "From Beginning," and "To End." The default for this field is "All."
Enter the starting voucher number for the range of vouchers you want included in the purge. If you select "All" or "From Beginning" as the Range Option, this field will be inactive.
Enter the ending voucher number for the range of vouchers you want included in the purge. If you select "All," "One," or "To End" as the Range Option, this field will be inactive.
Use the fields in this group box to select the period from which to purge voucher records. All vouchers within the fiscal year selected AND previous fiscal years will be purged.
Enter, or use the drop-down box to select, the range of periods from which you want to purge vouchers. Valid options are "All," "One," "Range," "From Beginning," and "To End." The default for this field is "From Beginning."
Enter, or use the drop-down box to select, the starting fiscal year from which the voucher records should be purged for the selected vendor range.
Enter, or use the drop-down box to select, the starting period from which the vouchers should be purged. If you select "All" or "From Beginning," this field will be inactive.
Enter, or use the drop-down box to select, the starting subperiod from which the vouchers should be purged. If you select "All" or "From Beginning," this field will be inactive.
Enter, or use the drop-down box to select, the ending period from which the vouchers should be purged. If you select "All," "One," or "To End" as the range option, this field will be inactive.
Enter, or use the drop-down box to select, the ending period from which the vouchers should be purged. If you select "All," "One," or "To End" as the range option, this field will be inactive.
Enter, or use the drop-down box to select, the ending subperiod from which the vouchers should be purged. If you select "All," "One," or "To End" as the range option, this field will be inactive.
Use this group box to select the voucher type that will be purged.
Select this checkbox to purge the vouchers from accounts payable.
Select this checkbox to purge the vouchers from purchase orders.
Select this checkbox to purge payroll vouchers.
Select this checkbox to purge Time & Expense vouchers.
Use the options in this group box to purge vouchers from Travel.
Select this checkbox to purge Travel advance vouchers.
Select this checkbox to purge expense report vouchers.
Select this checkbox to purge company paid vouchers.
Select this checkbox to purge matching travel history. This field will be inactive unless you selected the Expense Report or the Company Paid checkbox.
Select this checkbox to purge the data for checks that correspond with the vouchers you are purging.
Select this checkbox to print a purged voucher report.
Select this button on the toolbar to purge the vouchers. No record of purged transactions will print when this button is chosen.
Depending on the scope of your purge, the following tables may be updated:
VCHR_LN_RECPT_LN
CO_PAID_MATCH_HS
CO_EXP_HDR_HS
TVL_EXP_LN_DETL_HS
TVL_EXP_LN_HS
TVL_EXP_HDR_HS
ADV_EXP_MATCH
TVL_ADV_LN_HS
TVL_ADV_HDR_HS
OPEN_AP
VCHR_LN_CHG_HS
VCHR_LAB_VEND_HS
VCHR_LN_ACCT_HS
VCHR_LN_HS
VCHR_HDR_HS
VEND_CK_VCHR
VEND_CK