This chapter contains these topics:
Section 10.2, "Purging Purchase Card Transaction Files (F01P11 and F01P111),"
Section 10.3, "Purging Purchase Card Statement Files (F01P12 and F01P121)."
After you successfully process purchase card information, you can run purge programs to delete the processed transactions from your system.
If you do not activate the Automatic Purge processing option to purge transactions from the Purchase Card - Bank Transmissions file (F01PBKZ) after they successfully process, you can run the Purge Transactions program (P00PURGE) independently.
Additionally, you can run the Purge Transactions (P01P800) and Purge Statements (P01P801) programs to delete records from the PCard transaction (P01P11 and P01P111) and PCard statement (P01P12 and P01P121) files, respectively.
If you do not activate the Automatic Purge processing option to purge transactions from the Purchase Card – Bank Transmissions file (F01PBKZ) after they successfully process, you can run version XJDE0049 of the Generic Purge Program (P00PURGE). Each version of P00PURGE has a different based on file, so it is imperative you choose the version that uses F01PBKZ as the Based On File in the Additional Parameters.
The P00PURGE program purges all records from F01PBKZ that have Y in the Processed (Y/N) field (EDSP).
| Program Name | Program Number | Navigation | Usage |
|---|---|---|---|
| Purge Transactions | P00PURGE,version ZJDE0049 | From Purchase Card Processing (G01P), choose Transmission Processing.
From Transmission Processing (G01P13), choose Purge Transactions. |
Purge processed transactions from the Purchase Card – Bank Transmissions file (F01PBKZ). |
Processing options enable you to specify the default processing for programs and reports.
1. Use this processing option to specify whether to save purged records to a new file the program creates in a special purge library.
Blank - Do not save the purged records.
1 - Save the purged records.
The system generates a new physical file (for example F01PBKZ) in a new library that it creates using JDE + current date. For example, if you purge the Purchase Card – Bank Transmissions file (F01PBKZ) on 12/31/15 (MMDDYY date format), the system creates the new F01PBKZ file in the JDE123115 library. Additionally, if you purge the same file more than once on the same day, the system adds the new records to the file and does not replace the existing records.
Use this processing option to specify whether to reorganize the purged file (F01PBKZ):
Blank - Do not reorganize the purged file.
1 - Reorganize the purged file.
The system compresses the remaining data and space that was previously allocated to the purged data. If you do not reorganize the purged file, you will not save any space.
Note:
The system can reorganize the file only if it is exclusively allocated to the job. In other words, no one can be using the file.
The data selection includes the following hard-coded values that you should not change:
Processed (Y/N) EQ Y
Use additional data selection to control the processed transactions that you purge. For example, if you process both purchase card transactions and statements, you might want to add data selection for Transaction Type (EDTR) to purge only PCard transactions (Transaction Type EQ 1) or to purge only statement transactions (Transaction Type EQ 2.
When you have completed processing purchase card transactions, you can run the Purge Transactions program (P01P800) to delete them from the Transaction File (F01P11) and Transaction Distribution File (F01P111). The Purge Transactions program deletes only those transactions that are included in a journal entry. The F01P11 record has a value in the Create Journal Entry Date field (CRTJ).
The system locates records in F01P11 and uses the Unique Key ID field (UKID) to retrieve and purge the associated records from F01P111. The system also purges any generic text associated with the Transaction File (F01P11) from the Generic Text files.
Using additional data selection you can also limit the transactions to purge based on
| Program Name | Program Number | Navigation | Usage |
|---|---|---|---|
| Purge Transactions | P01P800 | From Purchase Card Processing (G01P), choose Purge Transactions. | Purge processed transactions from the PCard transactions files (F01P11 and F01P111). |
Processing options enable you to specify the default processing for programs and reports.
1. Use this processing option to specify the date that you want to the system to use to compare to the purchase date on the P01P11 transaction to determine whether to purge it. The system purges all transactions with a purchase a date that is prior to the date entered in this processing option.
Leave this processing option blank to disregard the purchase date as one of the purge criteria.
2. Use this processing option to specify whether to write purged transactions to the corresponding purge file:
Blank - Write transactions from both the F01P11 and F01P111 files to the corresponding purge files, F01P11P and F01P111P.
1 - Write only the purged transactions from the Transaction File (F01P11) to the corresponding purge file (F01P11P).
2 - Do not write any purged data to the corresponding purge files.
Data selection includes the following hard-coded values that you should not change:
Create Journal Entry Date NE *ZEROS
Data selection includes the following optional values. Please review and modify to meet your business requirements:
Create Voucher Date NE *ZEROS
Statement Date NE *ZEROS
When you have completed reconciling your statements to purchase card transactions, you can run the Purge Statements program (P01P801) to delete statement transactions from the Statement File Header (F01P12) and Statement File Detail (F01P121) files.
The Purge Transactions program deletes only transactions from the transaction files F01P12 and F01P121 when the value in the in the Number of Items to be Reconciled field (RECI) in F01P12 is 0.
The system locates records in F01P12 and uses the Unique Key ID field (UKID) to retrieve the associated records from F01P121.
| Program Name | Program Number | Navigation | Usage |
|---|---|---|---|
| Purge Statements | P01P801 | From Purchase Card Processing (G01P), choose Purge Statements. | Purge processed transactions from the PCard statement files (F01P12 and F01P121). |
Processing options enable you to specify the default processing for programs and reports.
Use this processing option so specify a date that you want to the system to use to compare to the statement date on the P01P12 transaction to determine whether to purge it. The system purges all transactions with a statement date that is prior to the date entered in this processing option.
2. Use this processing option to specify whether you want to save the purged data for future reference or retrieval. If you choose to save purged data, you can specify to save information in both the F01P12 and F01P121 files or from the F01P12 file only:
Blank - Write transactions from both the F01P12 and F01P121 files to the corresponding purge files, F01P12P and F01P121P.
1 - Write only the purged transactions from the Statement File Header (F01P12) to the corresponding purge file (F01P12P).
2 - Do not write any purged data to the corresponding purge files.