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Contents of the Purge Vouchers Screen

Use the fields and options to configure the Purge Vouchers screen.

Identification

Use the fields in this block to create a new parameter ID or to retrieve a previously saved parameter ID. A parameter ID represents a set of screen selection parameters. After you have saved a parameter ID and its related parameters, you can retrieve them using Query.

You can use the retrieved parameters to produce reports and run processes more efficiently and with greater consistency. The saved parameters are also useful and necessary when you want to run the process as part of a batch job. Many users save a unique set of parameters for each different way they run a report or process. When you select a previously saved parameter ID or parameter description, the associated saved screen selection parameters automatically display as selection defaults. The page setup and print options, if there are any, are also included in the saved parameter ID. You can change any of the associated selection defaults as necessary.

Field Description
Parameter ID

Enter, or click to select, a parameter ID of up to 15 alphanumeric characters. Choose characters for your parameter ID that help identify the type of selections you made on the screen, such as PERIOD or QUARTERLY.

When you save your record, all the selections made on the screen are stored with the parameter ID. Later, you can retrieve the parameter using Query.

You can use the parameter to run the process more efficiently because you can select the parameter ID with its previously defined screen selections. After the default selections display on the screen, you can override the defaults.

Description

Enter, or click to select, a parameter description of up to 30 alphanumeric characters.

Selection Ranges

Vendors

Use the fields in this group box to select the vendors whose vouchers will be purged.

Field Description
Option

Use this drop-down list to select the range of vendors to be included. Valid options are:

  • All: Select this option to include all available vendors. The Start and End fields are disabled for this option. This is the default.
  • One: Select this option to include only one vendor and then enter that vendor in the Start field. The End field is disabled for this option.
  • Range: Select this option to include a contiguous range of vendors. Enter the beginning vendor for the range in the Start field and enter the ending vendor of the range in the End field.
  • From Beginning: Select this option to include a range of vendors that begins with the first of all the available vendors and ends with the vendor that you enter in the End field. The Start field is disabled for this option.
  • To End: Select this option to include a range of vendors that begins with the specific vendor that you enter in the Start field and ends with the last of all the available vendors. The End field is disabled for this option.
Start

Enter, or click to select, the starting vendor for the range that you want to include. If you select All or From Beginning in the Option field, this field is inactive.

End

Enter, or click to select, the ending vendor for the range that you want to include. If you select All, One, or To End in the Option field, this field is inactive.

Vouchers

Use the fields in this group box to select the range of voucher numbers to be purged.

Field Description
Option

Use this drop-down list to select the range of vouchers to be included. Valid options are:

  • All: Select this option to include all available vouchers. The Start and End fields are disabled for this option. This is the default.
  • One: Select this option to include only one voucher and then enter that voucher in the Start field. The End field is disabled for this option.
  • Range: Select this option to include a contiguous range of vouchers. Enter the beginning voucher for the range in the Start field and enter the ending voucher of the range in the End field.
  • From Beginning: Select this option to include a range of vouchers that begins with the first of all the available vouchers and ends with the voucher that you enter in the End field. The Start field is disabled for this option.
  • To End: Select this option to include a range of vouchers that begins with the specific voucher that you enter in the Start field and ends with the last of all the available vouchers. The End field is disabled for this option.
Start

Enter, or click to select, the starting voucher for the range that you want to include. If you select All or From Beginning in the Option field, this field is inactive.

End

Enter, or click to select, the ending voucher for the range that you want to include. If you select All, One, or To End in the Option field, this field is inactive.

Period Posted

Use the fields in this group box to select the period from which to purge voucher records. All vouchers within the fiscal year selected and previous fiscal years will be purged.

Field Description
Option

Use this drop-down list to select the range of periods to be included. Valid options are:

  • All: Select this option to include all available periods. The Start and End fields are disabled for this option.
  • One: Select this option to include only one period and then enter that period in the Start field. The End field is disabled for this option.
  • Range: Select this option to include a contiguous range of periods. Enter the beginning period for the range in the Start field and enter the ending period of the range in the End field.
  • From Beginning: Select this option to include a range of periods that begins with the first of all the available periods and ends with the period that you enter in the End field. The Start field is disabled for this option.
  • To End: Select this option to include a range of periods that begins with the specific period that you enter in the Start field and ends with the last of all the available periods. The End field is disabled for this option.
Start Fiscal Year

Enter, or click to select, the starting fiscal year from which the voucher records should be purged for the selected vendor range.

Start Period

Enter, or click to select, the starting period from which the vouchers should be purged. If you select All or From Beginning, this field is inactive.

Start Subperiod

Enter, or click to select, the starting subperiod from which the vouchers should be purged. If you select All or From Beginning, this field is inactive.

End Fiscal Year

Enter, or click to select, the ending period from which the vouchers should be purged. If you select All, One, or To End as the range option, this field is inactive.

End Period

Enter, or click to select, the ending period from which the vouchers should be purged. If you select All, One, or To End as the range option, this field is inactive.

End Subperiod

Enter, or click to select, the ending subperiod from which the vouchers should be purged. If you select All, One, or To End as the range option, this field is inactive.

Options

Voucher Type

Use this group box to select the voucher type to be purged.

Field Description
AP Vouchers

Select this check box to purge the vouchers from accounts payable.

PO Vouchers

Select this check box to purge the vouchers from purchase orders.

Payroll Vouchers

Select this check box to purge payroll vouchers.

TE Expense Vouchers

Select this check box to purge TE expense vouchers.

TE Advance Vouchers

Select this check box to purge TE advance vouchers.

Purge Checks

Select this check box to purge the data for checks that correspond with the vouchers you are purging.

Print Purged Vouchers Report

Select this check box to print a purged voucher report.

Ignore vouchers when payment is in a later period

Select this check box to ignore vouchers with a payment date in a later period.

Continue purging when check has not been cleared

Select this check box to ignore vouchers for which the check has not cleared.

Continue purging when void has not been cleared

Select this check box to ignore void vouchers if the void process has not cleared.

Continue purging when stop payment has not been cleared

Select this check box to ignore stop-payment vouchers if the stop payment has not cleared.

Skip Open Period Check

Select this check box to skip checks for open accounting periods.

Purge Vouchers

Click to purge the vouchers. No record of purged transactions prints.