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Contents of the Purge Cash Receipts Screen

Use the fields and options to configure the Purge Cash Receipts 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

Use this group box to select the period of time for which records will be purged. This period reflects the date the cash receipt was posted, not received. You also select the cash receipt numbers to be purged in this group box.

Accounting Period

Field Description
Options

From the drop-down list, select the accounting period in which customers will be purged.

The options are:

  • All: Select this option to include all available periods/subperiods. The Start and End fields are disabled for this option.
  • One: Select this option to include only one period/subperiod. You must enter that value in the Start field. The End field is disabled for this option.
  • Range: Select this option to include a contiguous range of periods/subperiods. You must enter the beginning value for the range in the Start field and the ending value of the range in the End field.
  • From Beginning: Select this option to include all the periods/subperiods from the beginning of the available periods/subperiods to a specific period/subperiod in the range. You must enter the last value for the range in the End field.  The Start field is disabled for this option.
  • To End: Select this option to include all the periods/subperiods from a specific period/subperiod to the end of all the available periods/subperiods. You must enter the value from which the range should begin in the Start field. The End field is disabled for this option.
Fiscal Year (Start)

If you selected One, Range, or To End in the Accounting Period Options field, enter, or click to select, the starting fiscal year of the cash receipts that you want to purge. This field is not available if you selected All, From Beginning in the Accounting Period Options field.

Period (Start)

If you selected One, Range, or To End in the Accounting Period Options field, enter, or click to select, the starting fiscal period of the cash receipts that you want to purge. This field is not available if you selected All, From Beginning in the Accounting Period Options field.

End Date (Start)

This displays the end date of the accounting period that you selected as the starting accounting period for the purge.

Fiscal Year (End)

If you selected All or From Beginning in the Accounting Period Options field, enter, or click , to select the ending fiscal year of the cash receipts that you want to purge. This field is not available if you selected One, Range, or To End in the Accounting Period Options field.

Period (End)

If you selected All or From Beginning in the Accounting Period Options field, enter, or click to select, the ending fiscal period of the cash receipts that you want to purge. This field is not available if you selected One, Range, or To End in the Accounting Period Options field.

End Date (End)

This displays the end date of the accounting period that you selected as the ending accounting period for the purge.

Cash Receipt Number

Field Description
Options

Use the drop-down list to select the cash receipts to include in this purge.

The options are:

  • All: Select this option to include all available cash receipts for the specified accounting period. The Start and End fields are disabled for this option.
  • One: Select this option to include only one cash receipt. You must enter that cash receipt in the Start field. The End field is disabled for this option.
  • Range: Select this option to include a contiguous range of cash receipts. You must enter the beginning cash receipt for the range in the Start field and the ending cash receipt of the range in the End field.
  • From Beginning: Select this option to include all the cash receipts from the beginning of the available cash receipts to a specific ending cash receipt in the range. Enter the last cash receipt for the range in the End field. The Start field is disabled for this option.
  • To End: Select this option to include all cash receipts that range from a specific cash receipt to the end of all the available cash receipts. Enter the cash receipt from which the range should begin in the Start field. The End field is disabled for this option.
Start

If you selected One, Range, or To End in the Cash Receipt Number Options field, enter the starting cash receipt to include in the purge. This field is disabled if you selected All or From Beginning in the Cash Receipt Number Options field.

End

If you selected One, Range, or From Beginning in the Cash Receipt Number Options field, enter the ending cash receipt to include in the purge. This field is disabled if you selected All, One, or To End in the Cash Receipt Number Options field.

Options

Print Option

Field Description
Print List of Cash Receipts to be Purged

Select this check box to print a list of all receipts selected for deletion before you activate the purge process. Although you can execute this purge without first printing the list, we suggest that you always print the list first to review before beginning the purge process. If this check box is cleared, only the Purge Cash Receipt History button on the toolbar is available (you will not be able to print).