28 Purging Invoices and Receipts

This chapter contains the following topics:

Note:

Country-specific functionality for purging invoices exists for Brazil.

28.1 Understanding Invoice and Receipt Purges (Release 9.2 Update)

To purge historical transaction records to create disk space for current transactions

The Accounts Receivable purge programs enable you to purge invoices and receipts from these tables:

  • Customer Ledger (F03B11)

  • Revenue Recognition Invoice (F03B116)

  • Receipts Header (F03B13)

  • Receipts Detail (F03B14)

The system moves these records into their respective tables:

  • Customer Ledger Purge File (F03B11P)

  • Receipts Header Purge File (F03B13P)

  • Receipts Detail Purge File (F03B14P)

After you purge transactions, you can rename the purge tables and copy them to another environment or another medium for storage.

28.1.1 General Ledger Transactions

When you purge accounts receivable transactions, you will be out of balance within each batch until you purge the corresponding records in the Account Ledger table (F0911). If you are not going to purge corresponding records simultaneously, you might need to change the data selection for integrity reports to exclude transactions prior to a specific date.

28.1.2 Coordination of Invoice and Receipt Purges

Accounts Receivable purge programs work independently of each other. Therefore, it is possible to purge invoices without matching receipt records, and vice versa. Unless invoice and corresponding receipt records are purged together, you will receive errors during inquiry or possible integrity problems on reports.

28.2 Prerequisite

Back up the transactions that you are purging.

28.3 Purging Invoice Transactions

This section provides an overview of the Purge Invoice Transactions program and discusses how to:

  • Run the Purge Invoice Transactions program.

  • Set processing options for Purge Invoice Transactions and Purge Receipt Transactions (R03B800 and R03B801).

28.3.1 Understanding the Purge Invoice Transactions Program

When you purge invoice transactions, the system uses this criteria when determining which invoices to purge:

  • The invoice G/L date must be equal to or prior to the date entered in the processing options for the Purge Invoice Transactions program.

  • The invoice must be posted.

  • The invoice must be paid.

  • The invoice must have no open amount.

After the system completes the purge process, you might want to defragment the affected tables and rebuild the table indices. Contact the database administrator for more information about this process.

28.3.2 Running the Purge Invoice Transactions Program

From the A/R Advanced & Technical Operations menu (G03B31), select Purge Invoice Transactions (R03B800).

28.3.3 Setting Processing Options for Purge Invoice Transactions and Purge Receipt Transactions (R03B800 and R03B801)

Processing options enable you to specify the default processing for programs and reports.

28.3.3.1 Select

This processing option specifies the date to use to select records that are purged from the F03B11, F03B13, and F03B14 tables.

1. G/L Date

Specify the G/L date to use to select invoice records to purge. The system purges all invoice records from the F03B11 table that have a G/L date equal to or less than the G/L date specified.

28.4 Purging Receipt Transactions

This section provides an overview of the Purge Receipt Transactions program and discusses how to run the Purge Receipt Transactions program.

28.4.1 Understanding the Purge Receipt Transactions Program

When you purge receipt transactions, the system uses this criteria when determining which receipts to purge:

  • The receipt G/L date in the header and on the detail records must be equal to or prior to the date entered in the processing options for the Purge Receipt Transactions program.

  • The receipt must be posted completely. Each detail line in Receipt Detail table (F03B14) must have the value D in the P C (POST) field.

  • The receipt must have no open amount.

After the system completes the purge process, you might want to defragment the affected tables and rebuild the table indices. Contact the database administrator for more information about this process.

28.4.2 Running the Purge Receipt Transactions Program

From the A/R Advanced & Technical Operations menu (G03B31), select Purge Receipt Transactions (R03B801).