This is a housekeeping program designed to delete old Purchase
Orders from the system.
It prompts for a Cut-off Date. Purchase Orders with Order Dates
older than the cut-off date will be deleted, only if all items on
the Order have been received and invoiced in A/P Invoices or A/P Invoices
by P.O. (The A/P invoices do not have to be posted yet.)
No P.O. list report is printed but the number of deleted Purchase
Orders is displayed when the task is completed, however deleted
Purchase Orders are included in the Purchase
Order Modification Journal.
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.
Purchase Orders in the Range but were Not Deleted:
If
a Purchase Order has not been invoiced or if the Purchase Order
still has active products on it and is considered backordered, it
will not be deleted.
For P.O.'s that have been received but do not and never will
need to be invoiced from the supplier, the Purchase Order can be
manually deleted and the audit record is written to the Delete Log for the function RSPO01.
The reporting utility O/S Warehouse
Receipts can also be used to close received warehouse
transactions that do not need to be invoiced. This then makes them
eligible to be deleted using this purge utility.
When a P.O. is deleted in this utility or is entered or modified
in Purchase Order the actions are logged
in a Purchase Order audit file.
Changes are tracked for the following P.O. header fields:
Date, Vendor, Ship Via, Layout, Clerk, Division, Terms,
Instruction, Shipping Name/Address Information
Changes are also tracked for the following P.O. detail
fields:
Description, Qty Ordered, Cost, Delivery Date, Order Balance,
O/V, Order Rec'd, Type, Category, Exchange, Duty, Freight, Order
Conversion, Order Unit Of Measure
Audit Tracking
When Purchase Orders are deleted using this housekeeping utility,
an audit record is written to the Delete
Log for the Function INPH99A for the Cut-Off Date
and for the Function INPH99B for each deleted Purchase Order
number.
Posting Control
The Purge Old Purchase Orders program is designed to be run
by one operator at a time.
Locking will occur if another operator attempts to run the program
at the same time, or if the first operator did not exit the posting
program correctly.
A Posting Control Information warning
will appear on the screen preventing the second operator from
proceeding, and only operators with Security
Role permission to reset the Purge Old Purchase Orders
flag will have access to the RESET button that
unlocks the program.
Whenever the posting control flag for Purge Old Purchase Orders is
reset, a record is written to the Delete
Log for the Function INPH99C.
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