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 (F01P11 and F01P111) and PCard statement (F01P12 and F01P121) files, respectively.
Purging purchase card data includes these topics:
Section 10.2, "Purging Purchase Card Transaction Files (F01P11 and F01P111),"
Section 10.3, "Purging Purchase Card Statement Files (F01P12 and F01P121)."
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).
From Purchase Card Processing (G01P1), choose Transmission Processing
From Transmission Processing (G01P13), choose Purge Transactions
Data selection includes the following hard-coded values that you cannot 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
From Purchase Card Processing (G01P1), choose Purge Transactions
Data selection includes the following hard-coded value that you cannot change:
Create Journal Entry Date NE *ZEROS
Data selection includes the following optional values that you should review and modify to meet your business requirements:
Create Voucher Date Not Equal *ZEROS
Statement Date Not Equal *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.
From Purchase Card Processing (G01P1), choose Purge Statements