Purge Criteria - Payables Transactions
How Do I...
When you select all desired options in the Purge
wizard and then start the purge process, the wizard analyzes whether
individual transaction and maintenance records can be deleted based on
a number of criteria. This topic describes the criteria that determine
when payables transactions will not
be purged.
Purchase Orders
A purchase order is retained
if one of the following is true:
- The transaction
date is greater than the purge-through date.
- The purchase order is still open.
- The purchase order good-through date is greater
than the purge-through date.
Purchase Transactions, Including Vendor Credit Memos and Beginning
Balances
A purchase transactions is retained if one of the following is true:
- The transaction date is greater than the purge-through date.
- The transaction is not fully paid—that
is, there is still a net amount due, either negative or positive.
- The transaction has been paid by a payment that
cannot be purged.
- The transaction has been paid by a vendor credit
memo that cannot be purged.
- The transaction is a vendor credit memo that pays
a purchase that cannot be purged.
- The transaction is related to a job that cannot
be purged.
- The transaction uses a general ledger account
that requires reconciliation
AND the transaction has not been reconciled.
- The transaction is related to a purchase order
that cannot be purged.
- The transaction was reconciled after the purge-through
date.
Payments and Prepayments
A payment is retained if one of the following is true:
- The transaction date is greater than the purge-through date.
- The transaction date is greater than the end date
of the closed payroll tax year.
- The transaction applies to a purchase invoice,
vendor credit memo, receipt from a vendor, or prepayment that cannot be
purged.
- The transaction relates to an unpurged purchase
order.
- The transaction relates to a job that cannot be
purged.
- The transaction uses a general ledger account
that requires reconciliation
AND the transaction has not been reconciled.
- The transaction is a prepayment that has not been
fully applied—that
is, the remaining amount is not equal to zero.
- The transaction is a prepayment that applies to
a receipt that cannot be purged.
- The transaction was reconciled after the purge-through
date.
Vendor Refunds
A refund is retained if one of the following is true:
- The transaction date is greater than the purge-through date.
- The transaction is not fully applied—that
is, there is still a net amount due, either negative or positive.
- The transaction relates to a receipt that cannot
be purged.
- The transaction uses a general ledger account
that requires reconciliation
AND the transaction has not been reconciled.
- The transaction was reconciled after the purge-through
date.
Related topic