Purge Open Items in AP
A customer asked about the process of Purging Open Items in the Accounts Payable module: “What does “purging” actually do? Does it remove zeroed items from reports only? Can you still look up these transactions in the history file?”
The Purge Open Items utility will remove all items with a $0 amount remaining. For example, an invoice that was entered and subsequently paid will have an amount remaining of $0. You can review the items with $0 amount remaining by clicking the Aging tab on the AP Vendors window or by running the Aging report.
Once you have purged open items the purged payments will no longer be available for payment correction. If a correction needs to be made and the payment has been purged, you will need to do a balance adjustment in Accounts Payable and then void the check in Bank Reconciliation.
BACK UP YOUR DATA BEFORE PURGING OPEN ITEMS. Once you have purged this information, there is no way to retrieve it without a backup.
The details of purged items will not be available to view if you select the invoice from the History tab of the AP Vendors window. Keep in mind that when you purge open items, the details for those items are no longer available.
- Select Purge Open Items from the Period End menu.
- Select the date for the Purge Up Through This Date end. All items with a $0 amount remaining will be purged up through and including the date you specify.
- In the Vendor Number boxes, select the Vendor Number range.
- In the AP Code boxes, select the AP Code range.
- Select OK to proceed, or Cancel to exit without processing.
This utility is normally run for the last day of the previous quarter, but you can use month-end, year-end, or any other date that is appropriate for your business. I suggest this be done every 6 months, unless it is an account that is used regular, then at least every 3 months. It does NOT remove the History of the company. To do that Purge History… which is on the lower part of the “Period End.” I teach in class that before doing any History purge a history company should be made.
Kevin
System Trainer
December 9th, 2008 at 4:52 pm
Hi, Kevin
It is so nice to see your tips here ….^^
Leave many tip and trick for us….
January 2nd, 2009 at 11:26 am
Do you have a month end tip?