Use this screen to delete records from the cash receipts table. This screen will not delete any information from the Accounts Receivable History table, so your customers' accounts receivable records will still be accessible. Purging cash receipts will make more space available in your database.
Run this process before you attempt to delete customers with the Purge Customers screen. Customers cannot be purged if they exist in the Maintain Project Master screen in Costpoint Project Setup, have a positive or negative A/R balance (not equal to zero), have unposted bills or invoices, or have cash receipts history. You can use the Purge Cash Receipts History screen to eliminate cash receipts history and purge the customers' records.
Items that represent a reimbursement to your company for repayment of a travel advance item will NOT be purged. We suggest that you do NOT purge any information from open periods.
To prevent the accidental deletion of data, we recommend that you restrict user access to this screen. Other users should be out of all Costpoint Accounts Receivable screens before you activate the purge process.
Following your company procedures, first identify which cash receipts should be included in your purge. You should verify that this data does not need to be retained in the system for future audits. This process can be run after you have archived your records at year end or after an annual audit has been completed.
Although this process can be run at any time, you should normally run this process to clear out unneeded records and free up database space. We suggest archiving cash receipts data before purging.
Use this group box to select the period of time for which records will be purged. This period reflects the date the cash receipt was posted, not received.
Enter, or use the drop-down list to select, the range to include in this purge. This range will indicate the fiscal periods, by range that will be included. 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 list to select, the starting fiscal year of the cash receipts you want to purge.
Enter, or use the drop-down list to select, the ending fiscal year of the cash receipts you want to purge. The end date will automatically default into the field to the right, depending on the fiscal year and period specified.
Enter, or use the drop-down list to select, the starting fiscal period of the cash receipts you want to purge.
Enter, or use the drop-down list to select, the ending fiscal period of the cash receipts you want to purge. The end date will automatically default into the field to the right, depending on the fiscal year and period specified.
Enter, or use the drop-down list to select, the range to include in this purge. This range will indicate the cash receipt numbers, by range, that will be included. Valid options are All, One, Range, From Beginning, and To End. The default for this field is From Beginning.
Enter the beginning cash receipt number for the range you want to include in the purge. If you select All or From Beginning in the Range field, this field will be unavailable.
Enter the ending cash receipt number for the range you want to include in the purge. If you select All, One, or To End in the Range field, this field will be unavailable.
Select this check box to print a list of all receipts selected for deletion before you activate the purge process. Although you can execute this purge without first printing the list, we suggest that you always print the list first to review before beginning the purge process. If this check box is left unchecked, only the Purge Cash Receipt History button on the toolbar will be available (you will not be able to print).
Click this button on the toolbar to simultaneously print and purge the selected customers. This option is available only if you have selected the Print List Of Cash Receipts to be Purged checkbox. This option does NOT give you the opportunity to review the data to be deleted before the purge process is executed, but it will ensure that a report is printed afterwards for your records.
Click this button on the toolbar to purge records from the cash receipts table. This button will be your default when the Print List of Cash Receipts to be Purged check box is NOT selected. No record of purged transactions will print when this button is used.
This purge process deletes data from the following tables:
CASH_RECPT_HDR_HS
CASH_RECPT_TRN_HS