Use this screen to delete matched and cleared bank transactions history based on your selection criteria.
Bank reconciliation data in this table was originally copied from the source tables when you ran the Create Bank Transactions History process. The source tables included, as applicable: Vendor Check for A/P transactions, Employee Earnings for Payroll, Cash Receipts Header, and Cash Receipts Transaction History for Cash Receipts transactions. The purge process from this screen will delete data only from the Bank Transaction History table; it will not delete data from the source tables.
To prevent the accidental deletion of data, we recommend that you restrict user access to this screen. Other users should exit all Bank Reconciliations screens before you activate the purge process. Should an error (system, hardware, electrical) occur during the purge, the same user must restart and resume the purge after the crash.
Although you can run this process at any time, you should normally run this process to clear out unneeded history and free up database space. Before beginning the purge process, the system checks the status of all accounting periods within the range selected for the purge. If any period from the selected range is not closed, a warning message will display and ask you if you want to continue. If you choose to proceed, do so with caution. Typically, you should only purge transactions for closed accounting periods.
Following your company procedures, you should first identify which fiscal year and periods should be included in the selection parameters. You should verify that this data does not need to be retained in the system for future audits.
Enter the bank abbreviation of the bank transaction history records you want to purge or use the drop-down list to select an abbreviation. This field is required.
In this group box, you can select the time periods for which you want to purge bank transaction history records.
Use this drop-down list to select the range of the bank transactions you want to purge. 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 fiscal year of the bank transactions that should be purged for the selected bank abbreviation.
Enter, or use the drop-down list to select, the starting period of the bank transactions you want purged. If you select All or From Beginning in the Range Option field, this field will be inactive.
Enter, or use the drop-down list to select, the ending period of the bank transactions you want purged. If you select All, One, or To End in the Range Option field, this field will be inactive.
Select this check box to print a list of all bank history transactions selected for deletion. Although you can execute this purge without first printing the list, we suggest that you print the list to review the transactions to be deleted before you begin the purge process.
You should retain the bank Transactions History Purge List after the purge is completed, because it is the only audit trail available.
If this check box is left unchecked, only the Purge Bank Transaction History button on the toolbar will be available.
Select this check box to purge bank statements for the same fiscal year and periods. The bank statements will be purged at the same time.
Click this button on the toolbar to print the Bank Transactions History Purge List and then immediately begin the purge process. 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 for audit trail purposes. This option is available only if you have selected the Print List of matched and cleared bank transactions to be purged check box.
This button on the toolbar is automatically active when the Print List of matched and cleared bank transactions to be purged check box is left unchecked. This option does NOT give you the opportunity to review the data to be deleted before the purge process is executed, and no report of purged transactions will print. Use caution when selecting this button.
This purge process deletes data from the Bank Transactions History table (BANK_TRN_HS).