Use this screen to delete General Ledger journal entries from the General Ledger database. Certain types of General Ledger journal entries that have been set to recur will be eliminated and will not recur unless you create them again.
When you perform the Purge JE History, the system deletes data from the source tables.
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 only periods that are closed should be included in the Purge JE History.
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. We strongly urge you to archive this data before purging.
We suggest that all other users exit the screens in the Journal Entries (JEs) menu before you purge.
In this group box, you can select which types of journal entries will be purged. More than one type of journal entry can be purged at the same time.
Select this checkbox to purge adjusting journal entries.
Select this checkbox to purge recurring journal entries. Recurring journal entries are created in the Enter JEs screen. Recurring entries are either repeated for a certain period of time or open-ended. You will receive a warning message if you are purging before the end of the recurring entry's cycle. Purging these entries will discontinue their automatic generation function.
Select this checkbox to purge reversal adjusting journal entries. Reversal entries are created as an exact reverse of a previously existing adjusting journal entry. You cannot edit reversal adjusting journal entries; the only way to change a journal entry is to delete the entry and replace it with a corrected version.
Select this checkbox to purge reversal recurring journal entries. Reversal entries are created as an exact reverse of a previously existing recurring journal entry. You cannot edit reversal recurring journal entries; the only way to change a journal entry is to delete the entry and replace it with a corrected version.
Select this checkbox to purge project transfer journal entries. Project transfer journal entries are numbered sequentially in each accounting period. You cannot edit any information on the project transfer journal entry lines but, instead, must delete the entire journal entry if it is incorrect.
Select this checkbox to purge multi-job allocations entries. You can edit the information on the multi-job allocations journal entry lines.
In this group box, you can select the period for which to purge journal entries.
Select the range of the journal entries that you want to purge. Options are "All," "One," "Range," "From Beginning," and "To End." The default for this field is "One."
Enter, or use the drop-down box to select, the fiscal year of the journal entries that you want to purge from the selected journal entry types.
Enter, or use the drop-down box to select, the starting period for the journal entries that you want to purge. If you select "All" or "From Beginning" in the Range Option field, this field will be inactive.
Enter, or use the drop-down box to select, the ending period for the journal entries that you want to purge. If you select "All," "One," or "To End" in the Range Option field, this field will be inactive.
In this group box, you can select the range of voucher numbers to be purged from the chosen journal entry types.
Select the range of journal entries that you want purged. Options are "All," "One," "Range," "From Beginning," and "To End." The default for this field is "One."
Enter the starting journal entry number for the field of journal entries you want included in the purge. If you select "All" or "From Beginning" in the Range Option field, this field will be inactive.
Enter the ending journal entry number for the field of journal entries you want included in the purge. If you select "All," "One," or "To End" in the Range Option field, this field will be inactive.
Select this checkbox to print a list of all journal entries selected for deletion. Although you can execute this purge without first printing an item list, we suggest that you print a list and review the selected transactions before you execute the purge process.
You should retain the JE History Purge list after the purge is completed, since it is the only audit trail available.
Select this option in the Process menu to simultaneously print and purge the bank transactions. 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 Journal Entries to be Purged checkbox.
The Purge JE History button on the toolbar is active when the Print List of Journal Entries to be purged checkbox is left blank. No record of purged transactions will print when this button is selected.
Depending on the scope of your purge, the following General Ledger tables may be updated:
JE_HDR_HS
JE_TRN_HS
JE_TRN_LAB_EMPL_HS
JE_TRN_LAB_VEND_HS