Understanding How to Purge Records from Your Accounts Payable System

To conserve system disk space, purge your paid Accounts Payable records periodically. When you purge Accounts Payable records, you run a batch program that:

• Removes paid transactions from the Accounts Payable Ledger (F0411), Accounts Payable - Matching Document (F0413), and the Accounts Payable Matching Document Detail (F0414) tables. when the following conditions exist:

  • The GL date of the transaction is on or before the as of date that is set in the G/L Purge Date processing option.

  • The open amount is zero.

• Removes Accounts Payable payment summary information from the Accounts Payable Matching Document table if the payment date of a record is on or before the payment date that is set in a processing option.

• Removes all drafts that have not yet been paid.

  The system removes all drafts because the draft document type P1 does not have a GL date or an open amount. To prevent this from happening, use the data selection to exclude documents with document type P1 and pay status D.

• Copies purged records to the following tables:

  • F0411P (Purge - A/P Ledger)

  • F0413P (Purge - A/P Matching Document)

  • F0414P (Purge - A/P Matching Document Detail)

  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.

  Important:

  Do not purge Accounts Payable ledger information that might be needed by other systems, such as the JD Edwards EnterpriseOne Procurement system.