The history for each vendor account is maintained in full until
Purge A/P History is run.
This program deletes all PAID invoices and check history from the
Vendor's account up to the specified cut-off date.
Any invoices that are not fully paid are NOT deleted.
Decide how many months of vendor history your firm needs, then
run this program regularly to erase unwanted information.
Usually six months of vendor history is more than adequate.
Do NOT run this program if the Aged A/P Report does not agree to
the A/P Control Account in the General Ledger.
Refer to Aged A/P Summary Report for
details on Balancing the A/P Sub-ledger to the G/L.
If they do not agree, the invoice and payment details in the
Accounts Payable sub-ledger need to be available in order to search
for the discrepancy.
Note: Complete ALL posting before running the purge program.
This purge cannot be done if there are unposted A/P payments. If
this security warning that unposted checks exist, persists refer to
the notes at the end of this page to verify and clear the
records.
The prompts are:
When A/P details are compressed and the details are purged using this utility, an audit record is written to the Delete Log for the Function APAP95C 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.
Error Message - WARNING - UNPOSTED CHECKS
If this error message is triggered when the Purge option was
selected, run Print Check Register &
Post to clear out any unposted checks.
If the error message persists, then the program has found a
computer check run edit, which it considers to be outstanding as
well. To clear this edit, run Select Invoices
- Computer Checks for each currency code and re-select
all vendors from name Z to name A.
This will clear all unprinted checks from the system, allowing the
Purge to proceed.
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