Understanding the Purge Prior Year JEs Program
If you create a summarized record or you want to increase disk space, you can purge journal entries using the Purge Prior Year JE's program (R09911). This program:
Copies prior year journal entries in the F0911 table to the purge F0911P table.
Marks the copied records in the F0911 table as purged.
Deletes purged records from the F0911 table when certain conditions are met.
Prints a report that lists the number of records purged by company.
The Purge Prior Year JE's program purges only:
Prior-year transactions.
Summarized transactions for the current year.
Summarized transactions for the prior-year.
You can purge these transactions only one year at a time.
When you run the Purge Prior Year JE's program, prior-year transactions can be purged and deleted, purged but not deleted, completely bypassed. or deleted.
When the system identifies and marks a record as eligible to purge, the record must then meet all of these conditions before the system deletes it:
The account number cannot be within the bypass purge ranges for AAI item GLPRxx.
For accounts within the reconcilable ranges in AAI item GLRCxx to be purged, the reconciled code must be a value other than blank.
The record must not have * in the Payment Number field. The * denotes a partial payment, retainage, or discount.
For Service Billing clients, if the account is billable, the bill code of the transaction must be X (direct charge allocated or billed) or Y (manually allocated and billed).
Do not purge summary records (document type BF) unless you no longer need them to support the F0902 table.
Three AAI items control the account ranges that are to be purged or bypassed:
GLSMxx: Defines the range of accounts not to be summarized.
Current-year transactions must contain a Summarized Code Y to be deleted from the F0911 table. Prior-year transactions in these ranges can be deleted, regardless of summarization.
GLRCxx: Defines a range of accounts that must be reconciled before they are deleted.
The Reconciled field must contain a code from UDC table 09/RC to be deleted.
GLPRxx: Defines a range of accounts that are not to be deleted.
These accounts are written to the purge table with a purge code set to Y, but are not deleted.
After the purge process is complete, you should copy the F0911P table to another medium. If you keep this table on your system and you purge again, the system adds newly purged records to the F0911P table, which decreases available disk space.
You also might want to defragment the F0911 table and rebuild the table indices. Contact your database administrator for more information about this process.