This chapter contains these topics:
From Accounts Payable (G04), enter 27
From A/P Advanced & Technical Operations (G0431), choose Purge Closed A/P Records
To conserve system disk space, purge your paid A/P records periodically. Run the Purge Closed A/P Records program (P04800) to reduce the number of A/P transactions within your active A/P Ledger files, and to update those records to history in the A/P Purge files. Disk space should be evaluated prior to executing the purge program. Since you will initially be copying records from the A/P Detail files (F0411, F0413 and F0414) to the A/P Purge files (F0411P, F0413P and F0414P) you will be utilizing more disk space until the purged files can be removed from the drive and transaction files can be reorganized.
Be careful not to purge A/P ledger information that may be needed by other systems, such as Procurement.
The system locates, copies, and purges all A/P records (F0411, F0413, F0414) with a G/L date that is on or before the date entered in the processing option.
When you purge A/P records, you run a DREAM Writer that:
Removes paid transactions from the A/P Ledger, A/P Matching Document, and A/P Matching Document Detail tables if:
The G/L date of the transaction is on or before the "as of" date set in a processing option.
The open amount is zero.
Removes A/P payment summary information from the A/P Matching Document table if the payment date of a record is on or before the payment date set in a processing option
Copies purged records to the following tables:
Purge-A/P Ledger (F0411P)
Purge-A/P Matching Document (F0413P)
Purge-A/P Matching Document Detail (F0414P)
For reporting purposes, you can keep these tables on your system or copy them to another medium. If you keep them on your system and you purge again, the system adds newly purged records to the existing tables.
After you purge A/P records, contact your System Administrator to run Reorganize Files. This reorders the remaining records, maximizes system disk space, and speeds system processing.
Note:
If the voucher or payment records have generic text associated with them, the system does not copy generic text to another file; it just deletes the associated records.To maintain file integrity among the F0411, F0413 and F0414 files, the system must evaluate each voucher and payment record independently:
If a voucher does not meet the purge criteria, none of its corresponding payment records are purged.
If a payment does not meet the purge criteria, none of the vouchers it paid are purged.
By purging only completed sets of records, the system does not orphan records in any file.
The system uses the following criteria to determine purge eligibility for each voucher and payment transaction:
The G/L date is less than or equal to the date entered in the processing option of the purge program.
Note:
The payment/check date (DMTJ) is the G/L date of the payment record.The pay status (PST) of the voucher is P and the open amount (AAP) is blank.
The posted code (POST for F0411 and F0414, ISTP for F0413) on the transaction is D.
Complete 1099 processing for the fiscal period, if applicable
Back up the A/P Ledger (F0411), A/P Matching Document (F0413), and A/P Matching Document Detail (F0414) tables
Update YTD voucher amounts
| Topic | Description |
|---|---|
| Purging associated journal entries | When you purge A/P records, the system does not purge the associated journal entries. Contact your System Administrator to develop a program to purge the Account Ledger table (F0911). |
| Removing tables of purged records | To remove the tables of purged records from your system, use IBM AS/400 commands to copy the tables to another medium and then delete them from the system. |
To prevent the system from purging recurring vouchers, set the Number of Payments to equal (EQ) ZERO in the data selection. To avoid unpredictable results while purging, do not change the following data sequence:
Document Company
Document Number
Document Type
If you have the disk space, you might want to purge records without removing them from your system. This allows you to report on those records, if necessary. Since records for multiple years could be written to the F0411P, F0413P and F0414P files, you may wish to rename this file to differentiate it from A/P transactions purged for a different date. If the files remain in your library and the purge is run again, the system appends the newly purged records to the existing purge files.
Important! One risk to appending newly purged records to existing purge files is that the system might return a duplicate key error on the payment ID. When payment records are purged, the system reassigns those payment IDs to new payment records. If these new payment records are subsequently purged and appended to existing purge files, this returns an error and does not complete the purge. To avoid duplicate key errors, do one of the following:
If you want to keep the purge files in your production library, rename them. For example, use the format F0411Pmmyy, where mm = the month and yy = the year.
Copy the purge files to a different library.
Copy the purge files to a tape or CD.
After you successfully purge transactions, there are several related tasks to complete. You might need to contact your system administrator to perform some of these tasks:
Develop a plan to purge related F0911 records. If you have not purged the corresponding Account Detail (F0911) records, the system will report an out of balance condition on all of the purged batches when you run the A/P Orig Doc to G/L Batch (P04701) and A/P Payments to G/L by Batch (P04702) integrity reports.
Either purge the corresponding F0911 transactions (batch types V, K, M, and W) or use Data Selection in the integrity reports to process transactions for specific years only.
Reorganize the transaction files. The system does not automatically regain the disk space left from the purged records. To regain this space, you must run the Reorganize Files program (P98999), which reorganizes the data in the file to remove the used space and rebuilds the file indices.
Copy the purged files (F0411P, F0413P and F0414P) to another library or to a tape or CD.
Clear the purged files, if they are copied to another medium.
After you approve changes to controlled data, purge the control records.
Run version ZJDE0024 of the generic purge program (P00PURGE). This program selects and purges records in the Payee Control table (F0450). Purging control records removes the audit trail. This is a batch program.
SAVE PURGED RECORDS
Enter a '1' to save the purged records to a special purge library. (Default of blanks will NOT save any purged records.)
This processing option allows you to retain the purged data in a file that is generated in a special purge library. The system generates the library name by concatenating JD Edwards World to the date on which the purge is run. The format of the date conforms to the format that the system uses, without date separators. For example, if you purge the payee control file on May 1, 2007, the system generates the library, JDE050107. The system creates the purge file with the same name that it uses for the library.
REORGANIZE FILE
Enter a '1' to reorganize the purged file. (Default of blanks will NOT reorganize the file.)
This processing option allows you to automatically reorganize the purged file (F0450) to regain the disk space. The system does not remove the space regained from purging records until the file is reorganized.