AP Invoice/Check History Purge

Accounts Payable Invoice/Check History Purge is found on the Accounts Payable File Maintenance menu, 3-4.  The purpose of the purge is to delete the APHistory and GLHistory records.  Once a record is deleted with the purge, the record cannot be accessed in the system.  The purge is run when desired.  You may keep the history as long as you want.  An option to print the purged data is included.

The Accounts Payable Invoice and Check Payment history is accessible through the A/P Invoice Inquiry, the A/P Vendor Inquiry and the P.O. Serial Number Receipts Inquiry.  The history files allow viewing and printing of the full details of A/P invoices, credit and debit memos, manual check invoices, and A/P checks.  The General Ledger expense distributions are included.  On purchase order invoices, the items from the purchase order that were entered on the invoice are included.  The payment information of an invoice is also included.  The inquiry uses the APHist and GLHist Files to access the records and for the majority of the information on the inquiry.

 

When serial numbered items are received into inventory, through the program P.O. Receipts, a record is also written to the APHist File.  The record contains the serial number, date received, machine ID#, received cost, used machine yes or no, warranty expiration date, initial meter, and warehouse received into.  All of this information is as it was at the time the receipt of the serial number was entered into P.O. Receipts.  This provides the receipt information of serial numbers received into inventory through P.O. Receipts.  An inquiry/report, Serial Number Receipts, is included in the Purchase Order module to access the Serial Number Receipt history.  Documentation on this inquiry is found in the Purchase Order manual.

 

 

 

Introduction  (Contd)

 

The purge program is divided into three separate purges.  One purge allows the purging of the Serial Number Receipt history, which is stored in the APHistory File.  The next purge allows purging of the A/P Invoice History and its corresponding General Ledger entries or GLHistory.  The last purge is the Check or payment history, which is stored in the GLHistory Files.  There is also a combined A/P Invoice and Check Payment History purge.  Dividing the different types of APHistory records into separate purges allows the operator to perform one of the purges, two of the purges or all three at once.  You could purge the Serial Receipt history at a different time than the A/P Invoice history and Check Payment history.  Or you could purge the Invoice Detail and not the Check Payment history.  Or you could run all three purges at the same time.  This is designed to allow more flexibility of when and what is purged.

Each purge has its own input prompts to allow selection of the purge parameters.  The Serial Number Receipts purge allows input of a date received range, purchase order number range, vendor number range, item and serial number range and receiving warehouse range.  When printing the purged information, the receipts can be sorted in six different ways with the main sorts being vendor number or item number or date received.  This allows easier filing of the purged receipt records.  Note, deleting the Serial Number history has no affect on the Serial Files or the Inventory Transaction File (Imwactd).

 

One use for the Serial Number Receipts purge is to delete an incorrect receipt of a serial number.  If an incorrect serial number was entered in P.O. Receipts after reversing the receipt through P.O. File Maintenance you can than purge the item and serial number from the history files.

 

When purging the A/P Invoice history, input of an invoice date range, vendor number range and voucher number range is available.  Purging the Payment and Check Detail history records allows input of a check date and check number range.  Note, deleting the A/P Invoice and Check Payment history has no affect on the A/P or General Ledger or Vendor or Check Files.  The purge only affects the APHist and GLHist Files.

For more information on accessing the A/P Invoice and Check Payment history see the Invoice Inquiry section beginning on page 4.

 

 

 

Enter Data

 

Purge Selection Screen

 

The printer selection screen appears to allow selection of the printer, if the option to print the purged data is activated.  Note, the printer is not locked until the option to print is selected and the printing actually begins.  Since it is uncommon that anyone would be purging current records, there are no restrictions on what programs can be accessed while the purge is running.  That means you do not have to be out of the system during the purge.  However, it is always a good idea to run a purge overnight as it ties a terminal and a printer up during the purge and they are often lengthy, due to the history files being large files with much data.

The first screen provides the selection options of which purges are to be run.  Separate input prompts for each selected purge display later in the input.  During the input, a / slash to cancel or an up arrow key ^ to go back one space may be entered.

Purge Serial Number History  (Y/N)

 

Enter a Y for yes to select the purge that deletes the receipt records of serial numbered items that were received into the system through the program P.O. Receipts.  The receipt records of serial numbered items are accessed through the Serial Number Receipts Inquiry/Report found in the Purchase Order module.  These records are stored in the APHist File.  This does not purge the Imwactd or Inventory Transaction File.  It also does not affect the Serial File.  Enter N for no to not activate the Serial Number Receipt purge.

 

 

 

Enter Data  (Contd)

 

Purge Selection Screen  (Contd)

 

Purge A/P I'nvoice History, C'heck

History, N'one Or B'oth  (I/C/N/B)

 

At this prompt, there are four possible options of selecting which purges to run.  If you only want to purge the Accounts Payable Invoice history, enter an I for invoice history.  This purge deletes the Accounts Payable invoices, and credit/debit memos out of the APHistory File.  The corresponding General Ledger distribution is also deleted out of the GLHistory File.  The A/P History of invoices is accessed through the A/P Invoice Inquiry.  The actual Accounts Payable files and Vendors account are not affected by this purge.  The entries into the General Ledger Files (Chart and GLDist Files) are also not affected.  The payment records are also not affected.  This includes the payment records stored in the APHistory and the A/P Check Files.

If you only want to purge the Check Payment history, enter a C for check history.  This purge deletes the Payment and Check Detail history out of the GLHistory File.  The check and payment detail is accessed through the A/P Invoice Inquiry.  The APHistory detail of the invoice is not deleted, only the payment records.  The actual Accounts Payable files and Vendors account are not affected by this purge.  The entries into the General Ledger Files (Chart and GLDist Files) are also not affected.  The A/P Check File is not affected.

 

If you only want to purge the Serial Numbered Receipt history and no A/P Invoice or Check Payment history, enter N for none.  Only the Serial Number Receipt history purge is activated.

 

If you want to activate the A/P Invoice History and the Check Payment history purge, enter B for both.  The A/P Invoice and Check Payment history purges are activated.

 

 

 

Enter Data  (Contd)

 

Purge Selection Screen  (Contd)

 

OK To Continue?  (Y/N)

 

 

Entering a Y for yes accepts the input for the desired purges.  The individual input prompts for each selected purge are than accessed.  Entering N for no exits the purge program.

 

 

 

Enter Data  (Contd)

 

Serial Number Receipt Purge - Input Prompts

When the Serial Number Receipts History Purge is selected, the following screen appears.  These prompts provide selection of what receipt records are to be deleted from the system.  Thus they select the population that is to be purged.  During the input an up arrow ^ to go back one space is allowed.  A slash / to cancel exits the purge program and returns the cursor to the A/P menu.  This occurs even if the other purges were selected.

 

Enter Beginning Date Received

 

 

Enter a specific or beginning range of date received.  This is the date received entered during the receipt of the serial number in P.O. Receipts and is stored in the APHistory File.  Entry of an invalid date produces the prompt Invalid Date -- Enter Again.  The cursor returns for reinput.  (MMDDYY)

 

 

 

Enter Data  (Contd)

 

Serial Number Receipt Purge - Input Prompts  (Contd)

 

Enter Ending Date Received

 

Enter the ending date received.  Whatever was entered as the beginning date displays as the default ending date.  A carriage return accepts the default.  This can be overridden if desired.  Entering a date that is less than the beginning date produces the prompt Beginning Date Greater Than Ending Date.  Entry of an invalid date produces the prompt Invalid Date -- Enter Again.  In both cases the cursor returns for reinput.  Only serial numbers found in the APHist File with a date received within and equal to the specified range have the receipt record purged.  (MMDDYY)

 

Enter Beginning P.O. Number, Or All

 

Enter a specific or beginning range of purchase order numbers.  These must be purchase order numbers created in the LMS Purchase Order module.  Enter an A for all purchase orders.  When specifying purchase order numbers, only serial numbers found in the APHist File received with purchase orders within the specified range are purged.  This is the purchase order entered during the receipt of the serial number in P.O. Receipts.  (8 Digits Or A)

 

Enter Ending P.O. Number

 

If a specific or beginning range of purchase order numbers was entered, the cursor stops at this prompt.  Whatever was entered as the beginning purchase order number displays as the default ending number.  A carriage return accepts the default.  This can be overridden, if desired.  Entering a number that is less than the beginning purchase order number produces the prompt Beginning P.O. Number Greater Than Ending.  The cursor returns for reinput.  (8 Digits)

 

 

 

Enter Data  (Contd)

 

Serial Number Receipt Purge - Input Prompts  (Contd)

 

Enter Beginning Vendor Number, Or All

 

Enter a specific or beginning range of vendor numbers.  Enter an A for all vendors found in the A/P History File.  When specifying vendors, only serial numbers found in the APHist File received from vendors within the specified range are purged.  This is the vendor entered during the receipt of the serial number in P.O. Receipts.  (8 Digits or A)

 

Ending Vendor Number

 

If a specific or beginning range of vendors was entered the cursor stops at this prompt.  Whatever was entered as the beginning vendor displays as the default ending vendor.  A carriage return accepts the default.  This can be overridden, if desired.  Entering a vendor number that is less than the beginning vendor produces the prompt Beginning Vendor Number Greater Than Ending.  The cursor returns for reinput.  (8 Digits)

 

Enter Beginning Item Number, Or All

 

Enter a specific or beginning range of machine item numbers.  Enter an A for all item numbers found in the A/P History File.  Note, only serial numbered items are included in the program.  When specifying item numbers, only serial numbers found in the APHist File with an item number within the specified range are purged.  (18 Alphanumeric)

 

Enter Ending Item Number

 

If a specific or beginning range of item numbers was entered the cursor stops at this prompt.  Whatever was entered as the beginning item number displays as the default ending number.  A carriage return accepts the default.  This can be overridden, if desired.  Entering a number that is less than the beginning item number produces the prompt Beginning Item Number Greater Than Ending Number.  The cursor returns for reinput.  (18 Alphanumeric)

 

 

 

Enter Data  (Contd)

 

Serial Number Receipt Purge - Input Prompts  (Contd)

 

Enter Beginning Serial Number, Or All

 

Enter a specific or beginning range of serial numbers.  Enter an A for all serial numbers found in the APHistory File.  Note, only serial numbers received into inventory through P.O. Receipts are included in the program.  When specifying serial numbers, only serial numbers found in the APHist File with a serial number within the specified range are purged.  (18 Alphanumeric)

 

Enter Ending Serial Number

 

If a specific or beginning range of serial numbers was entered the cursor stops at this prompt.  Whatever was entered as the beginning serial number displays as the default ending number.  A carriage return accepts the default.  This can be overridden, if desired.  Entering a number that is less than the beginning serial number produces the prompt Beginning Serial Number Greater Than Ending Serial Number.  The cursor returns for reinput.  (18 Alphanumeric)

 

Enter Beginning Warehouse #, Or All

 

Enter a specific or beginning range of warehouse numbers.  Enter an A for all warehouses found in the A/P History File.  When specifying warehouses, only serial numbers found in the APHist File received into warehouses within the specified range are purged.  This is the warehouse entered during the receipt of the serial number in P.O. Receipts.  (4 Digits or A)

 

Enter Ending Warehouse #

 

If a specific or beginning range of warehouses was entered the cursor stops at this prompt.  Whatever was entered as the beginning warehouse displays as the default ending warehouse.  A carriage return accepts the default.  This can be overridden, if desired.  Entering a warehouse number that is less than the beginning warehouse produces the prompt Beginning Warehouse Number Greater Than Ending Warehouse Number.  The cursor returns for reinput.  (4 Digits)

 

 

 

Enter Data  (Contd)

 

Serial Number Receipt Purge - Input Prompts  (Contd)

 

Print Hard Copy Of The Purge? (Y/N)

 

Enter Y for yes to print a hard copy of all of the receipt records that are purged.  All records that are purged are printed.  Enter N for no to not print a hard copy.

 

When the option to print is activated, the following prompt appears.  The prompt does not appear when there is no hard copy printed.  The prompt determines the order that the purged receipt records are printed.

 

Sort By (1,2,3,4,5, Or 6)

 1) Vendor No./Date Received/Item No./Serial No.

 2) Vendor No./Item No./Date Received/P.O. No./Serial No.

 3) Item No./Date Received/Vendor No./P.O. No./Serial No.

 4) Item No./Vendor No./P.O. No./Date Received/Serial No.

 5) Date Received/Item No./Vendor No./P.O. No./Serial No.

 6) Date Received/Vendor No./Item No./P.O. No./Serial No.

 

 

 

 

Enter Data  (Contd)

 

Serial Number Receipt Purge - Input Prompts  (Contd)

 

There are 6 possible sort options to print the purged records.  Enter a 1 to print the serial numbers in vendor number order followed by date received and than item and serial number order.  Enter a 2 to sort in vendor number order followed by item number, then date received, then purchase order number, then serial number order.  Enter a 3 to sort in item number order followed by date received, than vendor number, then purchase order number, then serial number.  Enter a 4 to sort in item number, followed by vendor number, then purchase order number, then date received, then serial number order.  Enter a 5 to sort in date received, than item number, then vendor number, then purchase order number, then serial number order.  Enter a 6 to sort in date received, then vendor number, then item number, then purchase order number, then serial number order.  Note, date received is most recent date first to oldest date.

 

The following prompt appears after selecting the sort option or entering no to print a hard copy.

 

OK To Continue?  (Y/N)

 

 

Enter a Y for yes to accept the input.  Once a Y is input this screen cannot be returned to.  If another purge was activated that input screen than appears.  If no other purge was activated the processing for the purge begins.  Enter N for no to return to the Enter Beginning Date Received prompt for reinput.  Remember a slash / exits the purge.

 

 

 

Enter Data  (Contd)

 

A/P Invoice History Purge - Input Prompts

 

When the Accounts Payable Invoice History purge is selected, the following screen appears.  This is using the I for the A/P Invoice history option on the purge selection screen.  This screen only appears when the Check Payment History purge is not selected.  These prompts provide selection of what A/P invoice history records are to be deleted from the system.  They select the population that is to be purged.  The corresponding General Ledger distribution or GLHistory is also purged.  During the input an up arrow ^ to go back one space is allowed.  A slash / to cancel exits the purge program and returns the cursor to the A/P menu.  This occurs even if the other purges were selected.

 

Enter Beginning Invoice Date

 

 

Enter a specific or beginning range of invoice dates.  This is the invoice or manual check or credit/debit memo date entered during the input of the invoice or manual check or credit/debit memo and is stored in the APHistory File.  Entry of an invalid date produces the prompt Invalid Date -- Enter Again.  The cursor returns for reinput.  (MMDDYY)

 

 

 

Enter Data  (Contd)

 

A/P Invoice History Purge - Input Prompts  (Contd)

 

Enter Ending Invoice Date

 

Enter the ending invoice date.  Whatever was entered as the beginning date displays as the default ending date.  A carriage return accepts the default.  This can be overridden if desired.  Entering a date that is less than the beginning date produces the prompt Beginning Date Greater Than Ending Date.  Entry of an invalid date produces the prompt Invalid Date -- Enter Again.  In both cases the cursor returns for reinput.  Only invoices, manual checks, and credit/debit memos, found in the APHist File with an invoice date within or equal to the specified range have the history record purged.  (MMDDYY)

 

Enter Beginning Vendor Number, Or All

 

Enter a specific or beginning range of vendor numbers.  Enter an A for all vendors found in the A/P History File.  When specifying vendors, only invoices, manual checks, and credit/debit memos found in the APHist File with vendor numbers within the specified range have the history record purged.  (8 Digits or A)

 

Enter Ending Vendor Number

 

If a specific or beginning range of vendors was entered the cursor stops at this prompt.  Whatever was entered as the beginning vendor displays as the default ending vendor.  A carriage return accepts the default.  This can be overridden, if desired.  Entering a vendor number that is less than the beginning vendor produces the prompt Beginning Vendor Number Greater Than Ending.  The cursor returns for reinput.  (8 Digits)

 

 

 

Enter Data  (Contd)

 

A/P Invoice History Purge - Input Prompts  (Contd)

 

Enter Beginning Voucher Number, Or All

 

Enter a specific or beginning range of voucher numbers.  When an invoice, manual check or credit/debit memos are entered into the Accounts Payable system, a voucher number is assigned.  Enter an A for all voucher numbers found in the APHistory File.  When specifying voucher numbers, only history records with voucher numbers found in the APHist File within the specified range are purged.  (8 Digits Or A)

 

Enter Ending Voucher Number

 

If a specific or beginning range of voucher numbers was entered, the cursor stops at this prompt.  Whatever was entered as the beginning voucher number displays as the default ending number.  A carriage return accepts the default.  This can be overridden, if desired.  Entering a number that is less than the beginning voucher number produces the prompt Beginning Voucher Number Greater Than Ending.  The cursor returns for reinput.  (8 Digits)

 

Print Hard Copy Of The Purge? (Y/N)

 

Enter Y for yes to print a hard copy of all of the invoice history records that are purged.  All records that are purged are printed.  Enter N for no to not print a hard copy.  When a Y for yes is entered the following prompt appears.

 

Form Feed For Each Vendor?  (Y/N)

 

Enter a Y for yes to begin printing on a new page for each different vendor included on the purge printout.  Enter N for no to not form feed to a new page for each new vendor.

 

 

 

Enter Data  (Contd)

 

A/P Invoice History Purge - Input Prompts  (Contd)

 

The following prompt appears after completing the print option.

 

OK To Continue?  (Y/N)

 

 

Enter a Y for yes to accept the input.  Once a Y is input this screen cannot be returned to.  The purge processing begins.  Enter N for no to return to the Enter Beginning Invoiced Date prompt for reinput.  Remember a slash / exits the purge.

 

 

 

 

Enter Data  (Contd)

 

A/P Check Payment History Purge - Input Prompts

 

When the Accounts Payable Check Payment History purge is selected, the following screen appears.  This is using the C for the Check history option on the purge selection screen.  This screen only appears when the A/P Invoice History purge is not selected.  These prompts provide selection of what A/P Check Payment history records are to be deleted from the system.  They select the population that is to be purged.  The Check Payment history is stored in the GLHistory Files.  During the input an up arrow ^ to go back one space is allowed.  A slash / to cancel exits the purge program and returns the cursor to the A/P menu.  This occurs even if the other purges were selected.

Enter Beginning Check Date

 

 

Enter a specific or beginning range of check dates.  This is the check date that was assigned to the payment record during A/P Check Writing, Check Writing Conversion, and Manual Check Entry, and is stored in the GLHistory File.  Entry of an invalid date produces the prompt Invalid Date -- Enter Again.  The cursor returns for reinput.  (MMDDYY)

 

 

 

Enter Data  (Contd)

 

A/P Check Payment History Purge - Input Prompts  (Contd)

 

Enter Ending Check Date

 

Enter the ending check date.  Whatever was entered as the beginning date displays as the default ending date.  A carriage return accepts the default.  This can be overridden, if desired.  Entering a date that is less than the beginning date produces the prompt Beginning Date Greater Than Ending Date.  Entry of an invalid date produces the prompt Invalid Date -- Enter Again.  In both cases the cursor returns for reinput.  Only check payment records of vouchers found in the GLHist File with a check date within or equal to the specified range have the history record purged.  (MMDDYY)

 

Enter Beginning Check Number, Or All

 

Enter a specific or beginning range of check numbers.  Enter an A for all checks found in the G/L History File.  When specifying checks, only check payment records of vouchers found in the GLHist File with check numbers within the specified range have the history record purged.  (8 Digits or A)

 

Enter Ending Check Number

 

If a specific or beginning range of check numbers were entered, the cursor stops at this prompt.  Whatever was entered as the beginning check number displays as the default ending number.  A carriage return accepts the default.  This can be overridden, if desired.  Entering a check number that is less than the beginning check number produces the prompt Beginning Check Number Greater Than Ending.  The cursor returns for reinput.  (8 Digits)

 

Print Hard Copy Of The Purge? (Y/N)

 

Enter Y for yes to print a hard copy of all of the Check Payment history records that are purged.  All records that are purged are printed.  Enter N for no to not print a hard copy.

 

 

 

Enter Data  (Contd)

 

A/P Check Payment History Purge - Input Prompts  (Contd)

 

The following prompt appears after completing the print option.

 

OK To Continue?  (Y/N)

 

 

Enter a Y for yes to accept the input.  Once a Y is input this screen cannot be returned to.  The purge processing begins.  Enter N for no to return to the Enter Beginning Check Date prompt for reinput.  Remember a slash / exits the purge.

 

 

 

 

Enter Data  (Contd)

 

A/P Invoice History And Check Payment Purge - Input Prompts

 

When the Accounts Payable Invoice History purge and the Check Payment History purge are both selected, the screen on page 534 appears.  This is using the B for both option on the purge selection screen.  This option is handy when you always want to purge the Invoice And Payment history at the same time.  Note, whether an invoice is paid and has a Check Payment history record has no bearing on if the A/P Invoice history is purged.  Thus the payment history can be kept later than the actual invoice detail or vice versa, if desired.  These prompts provide selection of what A/P Invoice history records and Check Payment history records are to be deleted from the system.  They select the population that is to be purged.  The corresponding General Ledger distribution or GLHistory is also purged.  During the input an up arrow ^ to go back one space is allowed.  A slash / to cancel exits the purge program and returns the cursor to the A/P menu.  This occurs even if the other purges were selected.

 

Thought should be made as to the entrance of the date ranges when running the A/P History Purge and the Check Payment Purge together or separately.  What purges is strictly based on the input, they do not interact with each other.  This means that an invoice does not have to have a payment record for it to be purged from the A/P History File.  It also means the payment record could be purged and the A/P Invoice Detail History record not purged.  The payment record purges regardless if the A/P Invoice history record exists or not and vice versa.  However, internally for your company you probably do want them to interact.  You want to enter proper invoice and check dates so the history is meaningful.  As an example, if you have an invoice with an invoice date of 02/01/95 and the payment date is 03/04/95.  It is now 05/01/96.  You only want to keep a years worth of history.  If you ran the Check Payment History purge for a check date of 01/01/95 to 04/30/95 the payment record would purge out of the history.  However, if you than did not run the A/P Invoice History Purge for the same date range or not at all, the invoice detail would display in the A/P Invoice Inquiry but would not reflect the payment, thus showing an incorrect balance.  Also keep in mind that most payments are later than the invoice date, thus the invoice detail may be purged but the payment record remains.  This allows you to still view the payment records so if an inquiry is made on an older record the invoice detail may not be there but the payment record is.  Most of you will want to keep at least a years worth of invoice detail and payment history.

 

 

 

Enter Data  (Contd)

 

A/P Invoice History And Check Payment Purge - Input Prompts  (Contd)

 

Enter Beginning Invoice Date

 

 

Enter a specific or beginning range of invoice dates.  This is the invoice or manual check or credit/debit memo date entered during the input of the invoice or manual check or credit/debit memo, and is stored in the APHistory File.  Entry of an invalid date produces the prompt, Invalid Date -- Enter Again.  The cursor returns for reinput.  This prompt does not affect the Check Payment History purge.  (MMDDYY)

 

Enter Ending Invoice Date

 

Enter the ending invoice date.  Whatever was entered as the beginning date displays as the default ending date.  A carriage return accepts the default.  This can be overridden if desired.  Entering a date that is less than the beginning date produces the prompt Beginning Date Greater Than Ending Date.  Entry of an invalid date produces the prompt Invalid Date -- Enter Again.  In both cases the cursor returns for reinput.  Only invoices, manual checks, and credit/debit memos found in the APHist File with an invoice date within or equal to the specified range have the A/P Invoice history record purged.  (MMDDYY)

 

 

 

Enter Data  (Contd)

 

A/P Invoice History And Check Payment Purge - Input Prompts  (Contd)

 

Enter Beginning Vendor Number, Or All

 

Enter a specific or beginning range of vendor numbers.  Enter an A for all vendors found in the A/P History File.  When specifying vendors, only invoices, manual checks, and credit/debit memos found in the APHist File with vendor numbers within the specified range have the history record purged.  This prompt does not affect the Check Payment History purge.  (8 Digits or A)

 

Ending Vendor Number

 

If a specific or beginning range of vendors was entered the cursor stops at this prompt.  Whatever was entered as the beginning vendor displays as the default ending vendor.  A carriage return accepts the default.  This can be overridden, if desired.  Entering a vendor number that is less than the beginning vendor produces the prompt Beginning Vendor Number Greater Than Ending.  The cursor returns for reinput.  (8 Digits)

 

Enter Beginning Voucher Number, Or All

 

Enter a specific or beginning range of voucher numbers.  When an invoice, manual check, or credit/debit memos are entered into the Accounts Payable system, a voucher number is assigned.  Enter an A for all voucher numbers found in the APHistory File.  When specifying voucher numbers, only history records with voucher numbers found in the APHist File within the specified range are purged.  This prompt does not affect the Check Payment History purge.  (8 Digits Or A)

 

Enter Ending Voucher Number

 

If a specific or beginning range of voucher numbers was entered, the cursor stops at this prompt.  Whatever was entered as the beginning voucher number displays as the default ending number.  A carriage return accepts the default.  This can be overridden, if desired.  Entering a number that is less than the beginning voucher number produces the prompt Beginning Voucher Number Greater Than Ending.  The cursor returns for reinput.  (8 Digits)

 

 

 

Enter Data  (Contd)

 

A/P Invoice History And Check Payment Purge - Input Prompts  (Contd)

 

Enter Beginning Check Date

 

Enter a specific or beginning range of check dates.  This is the check date that was assigned to the payment record during A/P Check Writing, Check Writing Conversion, and Manual Check Entry, and is stored in the GLHistory File.  Entry of an invalid date produces the prompt Invalid Date -- Enter Again.  The cursor returns for reinput.  This prompt does not affect the A/P Invoice History purge.  (MMDDYY)

 

Enter Ending Check Date

 

Enter the ending check date.  Whatever was entered as the beginning date displays as the default ending date.  A carriage return accepts the default.  This can be overridden, if desired.  Entering a date that is less than the beginning date produces the prompt Beginning Date Greater Than Ending Date.  Entry of an invalid date produces the prompt Invalid Date -- Enter Again.  In both cases the cursor returns for reinput.  Only check payment records of vouchers found in the GLHist File with a check date within or equal to the specified range have the history record purged.  (MMDDYY)

 

Enter Beginning Check Number, Or All

 

Enter a specific or beginning range of check numbers.  Enter an A for all checks found in the G/L History File.  When specifying checks, only check payment records of vouchers found in the GLHist File with check numbers within the specified range have the history record purged.  This prompt does not affect the A/P Invoice History purge.  (8 Digits or A)

 

Enter Ending Check Number

 

If a specific or beginning range of check numbers were entered, the cursor stops at this prompt.  Whatever was entered as the beginning check number displays as the default ending number.  A carriage return accepts the default.  This can be overridden, if desired.  Entering a check number that is less than the beginning check number produces the prompt Beginning Check Number Greater Than Ending.  The cursor returns for reinput.  (8 Digits)

 

 

 

Enter Data  (Contd)

 

A/P Invoice History And Check Payment Purge - Input Prompts  (Contd)

 

Print Hard Copy Of The Purge? (Y/N)

 

Enter Y for yes to print a hard copy of all of the A/P Invoice and Check Payment history records that are purged.  All records that are purged are printed.  Enter N for no to not print a hard copy.  When a hard copy is selected the following option displays.

 

Form Feed For Each Vendor?  (Y/N)

 

 

Enter a Y for yes to print a new page for each different vendor included on the purge printout.  Enter N for no to not form feed to a new page for each new vendor.

 

The following prompt appears after completing the print option.

 

OK To Continue?  (Y/N)

 

Enter a Y for yes to accept the input.  Once a Y is input this screen cannot be returned to.  The purge processing begins.  Enter N for no to return to the Enter Beginning Invoice Date prompt for reinput.  Remember a slash / exits the purge.

 

 

 

Enter Data  (Contd)

 

Once all of the inputs are completed the processing begins.  During the processing which purge is running is displayed.  After all of the processing is completed the screen displays how many records are deleted from each different purge.  In the following example all three purges were run.  The prompt Press RETURN To Continue displays.  A carriage return exits the purge.

 

 

AP History Serial Number Records Deleted  List the number of receipt records purged.

 

AP History Invoice Header Records Deleted  Lists the number of invoice and manual check invoices and credit/debit memos purged.

 

AP History Invoice Line Records Deleted  Lists the number of items included on purchase order invoices that purged.

 

AP History G/L Posting Records Deleted  Lists the number of General Ledger expense distributions included on purchase order and non-purchase order invoices and manual checks and credit/debit memos that purged.

 

AP History Check Records Deleted  Lists the number of vouchers included on the check payment records that purged.

 

 

 

Results

 

Serial Number Receipt History Purge

The Serial Number Receipt History records purge based on the input entered at the prompts.  This is date received range, purchase order number range, vendor number range, item number range, serial number range, and receiving warehouse number range.  All information is stored in the APHistory File.  The order the serial numbers are displayed or printed is based on which sort was selected.  All sorts include the same information for each serial number.  Following is the information per serial number that is included.  All information is from the APHist File unless noted and is as of the time of the entry of the serial number into inventory through P.O. Receipts.  See page 541 for a sample purge printout.  This is using sort number 1.

 

Date Recd  The date that was entered as the date received when the serial number was received into inventory in the program P.O. Receipts.

 

Item Number  The full item number of the machine.

 

Serial Number  The full serial number of the machine.

 

P.O. Number  The purchase order number that the serial number was received on.

 

 

 

Results  (Contd)

 

Serial Number Receipt History Purge  (Contd)

 

Line No.  The line number assigned to that item on the purchase order.  Note, this can be matched with the line numbers on the A/P Invoice for the purchase order when viewing the invoice in A/P Invoice Inquiry.

 

WH  The warehouse the machine was received into.

 

Machine ID No.  The machine ID number.

 

Warr. Exp:  The warranty expiration date.

 

Initial Meter  The initial meter reading.

 

Machine Cost  The cost that was entered for the serial number at the time of the receipt.

 

Used Mach  A Y for yes or a N for no on was this a used machine.

 

Vendor  The vendor number.  On some of the sorts the vendor name is included also.  Note, the vendor name is from the Vendor File.

 

Note, if the same item/serial number ever appears more than once that possibly indicates the receipt was entered more than once.  The first receipt was probably deleted and re-entered.

 

 

 

Results  (Contd)

 

Serial Number Receipt History Purge  (Contd)

Following is a sample printout of the purge.  This is using the sort 1, vendor number, date received, item number, and serial number order.

 

 

 

 

Results  (Contd)

 

A/P Invoice History Purge 

The Accounts Payable Invoice History records purge based on the input entered at the prompts.  This is invoice date range, voucher number range, and vendor number range  All information is stored in the APHistory File.  The corresponding General Ledger expense distributions also purge.  This information is stored in the GLHistory File.  Purchase order and non-purchase order invoices and manual checks are purged.  The purged invoices print in vendor number order, smallest to largest vendor number, then voucher control number order than invoice number order.

 

The following is printed for purchase order invoices and manual check invoices.

 

VENDOR  The vendor number and full name assigned to the invoice.  This is from the APHist File.  The name is at the time of the input of the invoice.  Thus on invoices assigned to the miscellaneous vendor, the name entered on the invoice appears.  By using the APHist File, deleting a vendor from the Vendor File has no affect on the display of the vendors name.

 

CONTROL #  The voucher control number.  This is from the APHistory File.

 

INVOICE:  The complete invoice number from the APHistory File.

 

 

 

Results  (Contd)

 

A/P Invoice History Purge  (Contd)

 

INVOICE DATE  The invoice date from the APHistory File.

 

P.O. #  The purchase order number from the APHistory File.

 

INVOICE AMOUNT  The total invoice amount, including discount, from the APHistory File.

 

DUE DATE  The invoice due date from the APHistory File.

 

DISCOUNT AMOUNT  The discount amount entered when the invoice was created.  This is not necessarily the amount of discount taken if the invoice has been paid.  This is from the APHistory File.

 

ACCOUNT:  AMOUNT:  On purchase order invoices if any additional charges were entered on the invoice the General Ledger Account number and amount distributed is printed.  This prints after the header information and before the purchase order items that were invoiced.

 

***VOID***  This prints next to the P.O. # if the invoice or credit/debit memo was voided.

 

For each item included on the invoice the following is printed.

 

LINE  This is the line number assigned to the item on the purchase order.

 

ITEM NUMBER  This is the item number stored in the APHistory File.  All 18 characters display.  This is not the Vendor Item Number.

 

UM  The unit of measure of the item on the purchase order.

 

PM  The pack multiple of the item on the purchase order.

 

QTY ORD  The total quantity ordered at the time the invoice was created.

 

QTY RECD  The total quantity received at the time the invoice was created.

 

 

 

Results  (Contd)

 

A/P Invoice History Purge  (Contd)

 

PRIOR INVD  The quantity that was invoiced on other invoices at the time the invoice was created.

 

CURRENT INVD  The quantity that was invoiced on the displayed invoice.

 

UNIT COST

QUOTED  The P.O. Quoted cost of a quantity of 1, at the time the invoice was created.

ACTUAL  This is the actual cost for a quantity of 1, that was accepted on the displayed invoice.  Thus this is the invoiced cost.  Both unit costs print the 4 decimal positions.

 

Extended Cost:  The extended cost of the quoted and actual cost.  This is Current Invd times the unit cost.  Note, on the example the different quoted and actual costs on item Supply1.  The extended cost is only 2 decimal positions.

 

All of the G/L expense distributions entered per item, on the purged invoice, are listed.  The distributions are from the GLHistory File.

 

ACCOUNT  The G/L account number.

 

AMOUNT  The amount distributed.

 

ACCOUNT NAME  This is the name of the account from the current Chart File.  Account name is not stored in the GLHistory File.

 

SPECIAL DESCRIPTION  This is the special description entered on the invoice for the G/L distribution.

 

 

 

Results  (Contd)

 

A/P Invoice History Purge  (Contd)

 

The following is printed for non-purchase order invoices and manual checks and credit and debit memos.

 

VENDOR  The vendor number and full name assigned to the invoice.  This is from the APHist File.  The name is at the time of the input of the invoice.  Thus on invoices assigned to the miscellaneous vendor, the name entered on the invoice appears.  By using the APHist File, deleting a vendor from the Vendor File has no affect on the display of the vendors name.

 

CONTROL #  The voucher control number.  This is from the APHistory File.

 

INVOICE:  The complete invoice number from the APHistory File.

 

INVOICE DATE  The invoice date from the APHistory File.

 

INVOICE AMOUNT  The total invoice amount, including discount, from the APHistory File.

 

DUE DATE  The invoice due date from the APHistory File.

 

 

 

Results  (Contd)

 

A/P Invoice History Purge  (Contd)

 

DISCOUNT AMOUNT  The discount amount entered when the invoice was created.  This is not necessarily the amount of discount taken if the invoice has been paid.  This is from the APHistory File.

 

***VOID***  This prints next to the P.O. # field, if the invoice or credit/debit memo was voided.

 

All of the G/L expense distributions entered on the purged invoice are listed.  The distributions are from the GLHistory File.

 

ACCOUNT  The G/L account number.

 

AMOUNT  The amount distributed.

 

ACCOUNT NAME  This is the name of the account from the current Chart File.  Account name is not stored in the GLHistory File.

 

SPECIAL DESCRIPTION  This is the special description entered on the invoice for the G/L distribution.

 

 

 

Results  (Contd)

 

Check Payment History Purge

 

The Check Payment History records purge based on the input entered at the prompts.  This is check date range, and check number range.  All information is stored in the GLHistory File.  There is a Check Payment History record for each voucher included on a check issued through A/P Check Writing and Check Writing Conversion.  There is also one Check Payment History record for each manual check issued.

The following is printed for each voucher included on a regular or manual check.

 

check #  the check number.

 

check date  The check date.

 

Control #.  The voucher control number of the record that was included on the check.

 

vendor invoice  The full 20 character invoice or credit/debit memo number of the record that was included on the check.

 

Discount This is the actual discount amount that was taken on the check for the individual invoice/credit/debit memo.  This is the amount that was credited to the discount account.

 

payment Amount The net amount paid on the check for that individual invoice/credit/debit memo.  This is the amount that was credited to the cash account.

 

 

 

Results  (Contd)

 

Check Payment History Purge

 

Check Stub Message  Messages that were entered during A/P Check Writing.  A message manual check entry prints if the check was a manual check.

 

*voided check*  If the check was voided this prints.

 

Note, when the A/P Invoice History and Check Payment History purges are run together each purge prints the purged data separately.  There are no differences in the purge printouts.