Purge Criteria (Oracle Receivables Help)


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Purge Criteria

Transactions: Transactions and all activities relating to the transactions such as adjustments, credits, reversals, calls, sales credits, and receipts must meet the following criteria:

All transactions must be posted to GL. Receivables considers a transaction to be posted if every record relating to the transaction has a GL Posted date (this does not apply to transactions not eligible for posting if the Postable Only parameter is set to No).

Transactions applied to commitments are not eligible for purge until the commitment is closed. A commitment is considered closed when the commitment balance (or if it is a deposit the deposit balance) is zero.

If the GL Date Type parameter is:

Invoice GL date - all invoice GL dates must be prior to the end date of the period specified.

Receipts GL date - all receipt GL dates must be prior to the end date of the period specified.

All GL dates - the GL dates of all selected transactions must be prior to the end date of the period specified.

Note: The GL Date Type parameter does not apply if you choose to include transactions not eligible for posting. In this case the transaction date will be used for date checking.

All transactions must be closed (for example, the payment schedules have no amount due). This does not apply if you choose to include transactions not open to receivables. These transactions do not have a payment schedule and therefore are not checked.

If the transaction is a receipt, it must be related to transactions eligible for purge, unless it is a reversed unapplied receipt in which case it may not be related to any transaction.

If the transaction is a receipt, it must be fully applied or unapplied and reversed. For example, the status of the latest AR_CASH_RECEIPT_HISTORY record must be 'Cleared', 'Risk_Eliminated', or 'Reversed', or for Debit Memo reversals the reversal date must be not null.

All transactions must meet the purge parameters you specify.

Miscellaneous Transactions will not be Purged unless you run Archive/Purge for all customers, because they are not related to specific customers.

The following are general rules transactions must meet to be considered closed:

Invoice Invoice balance is reduced to zero by application of one or more of the following: Cash Receipts, Credit Memos, Approved Adjustments, or Deposits.

Debit Memo Debit Memo balance is reduced to zero by application of one or more of the following: Cash Receipts, Credit Memos, or Approved Adjustments.

Credit Memo Credit Memo balance is fully applied to one or more of the following: Invoices, Debit Memos, Chargebacks, or Cash Receipts.

Chargeback Chargeback is fully applied to either a Cash Receipt, Credit Memo, or an Approved Adjustment.

Deposit Deposit balance and commitment balance is fully applied to one or more invoices.

Guarantee Commitment balance is fully covered by one or more invoices.

Cash Receipt Receipt balance is fully applied to one or more of the following: Invoice, Debit Memo, Credit Memo, Chargeback, Deposit. If the receipt was not applied but has been reversed, it is also eligible for purge.

Adjustment Approved and Applied to an Invoice, Debit Memo, or Credit Memo.

Batches

A batch is not considered to be part of a transaction chain, therefore transactions that are part of a batch may be purged even if all transactions in the batch are not purgeable. The batch will be eligible for purge when all of the transactions associated to it are purged. Prior to a batch being purged you can review a batch with some of the transactions deleted. In this case the batch the Partially Purged check box will be checked and the Control Totals fields in the batch will appear to be out of balance. This is because the Actual Count and Amount fields in the Control Totals section do not include purged transaction data.

Transactions Related to Projects

Transactions related to Oracle Projects are not purged by default. However, you can override this default by adding your own criteria of what project-related transactions are to be purged. For example, you may wish to purge project-related transactions originating from a project that has since been closed and that will not be reopened for additional activity.

Note: No transactions in Oracle Projects are purged.

You specify your own criteria of what invoices to purge by adding your logic to the Receivables Invoice Purge client extension provided by Oracle Project Accounting. You first determine the logic that you want to include in the client extension. You then add and test your logic in the PL/SQL function client_purgeable in the package pa_ar_trx_purge. This function exists in the file PAXARPGB.pls located in the Oracle Project Accounting install/sql/ directory. Oracle Project Accounting provides the parameter of customer_trx_id to the client_purgeable function.

For more information on implementing your own logic using a client extension, refer to the Client Extensions and AutoApprove Profile Options chapter in the Oracle Personal Time and Expense System Administrator's Guide.

Transaction Related to Orders

Transactions will not be purged if they are referenced by open return lines in Oracle Order Entry. In addition, commitments that are referenced by open order lines within Oracle Order Entry are not purgeable. To do this, the Archive/Purge process uses the view SO_OPEN_ORDER_INVOICE_REF_V and the table AR_PURGE_OE_EXCEPTIONS which hold transaction Ids of open orders. The purge program uses these as criteria for eliminating transactions from the purge process. For more information, see: Archive Tables.

Client Extension

Receivables provides a client extension to enable you to integrate with third party applications or choose to exclude or include transactions from purge selection based on criteria that you define.

You specify your criteria by customizing the PL/SQL function trx_purgeable in the package arp_trx_purge. This function exists in the file ARPUPRGB.pls located in the Receivables install/sql/ directory. Receivables provides the parameter customer_trx_id to the trx_purgeable function which by default returns a true value. You need to add your logic to return a value of false for the customer_trx_id of the transactions you do not want to purge.

Invoice	Invoice balance is reduced to zero by application of one or more of the following: Cash Receipts, Credit Memos, Approved Adjustments, or Deposits.
Debit Memo	Debit Memo balance is reduced to zero by application of one or more of the following: Cash Receipts, Credit Memos, or Approved Adjustments.
Credit Memo	Credit Memo balance is fully applied to one or more of the following: Invoices, Debit Memos, Chargebacks, or Cash Receipts.
Chargeback	Chargeback is fully applied to either a Cash Receipt, Credit Memo, or an Approved Adjustment.
Deposit	Deposit balance and commitment balance is fully applied to one or more invoices.
Guarantee	Commitment balance is fully covered by one or more invoices.
Cash Receipt	Receipt balance is fully applied to one or more of the following: Invoice, Debit Memo, Credit Memo, Chargeback, Deposit. If the receipt was not applied but has been reversed, it is also eligible for purge.
Adjustment	Approved and Applied to an Invoice, Debit Memo, or Credit Memo.

Purge Criteria

Batches

Transactions Related to Projects

Transaction Related to Orders

Client Extension

See Also