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 Overview

You can use the tasks on the Purchase Order Utilities menu to purge purchase order data as necessary, including completed purchase orders, obsolete purchase orders, purchase order history, receipt history, and purchase history by item and vendor.

 Before You Begin

Back up your data before purging.

 

You should print the Purchases Clearing Reports before and after using Purge Obsolete Purchase Orders. Compare the two reports; any differences will require an adjustment entry in General Ledger.

 

You should print the Receipt History Report before using Purge Purchase Order Receipt History.

 

Use one of the following methods to purge purchase order data:

• To purge completed purchase orders

• To purge expired master or repeating orders

• To purge completed or cancelled orders from the Purchase Order Recap file
• To purge obsolete purchase orders
• To purge purchase order history
• To purge receipt history
• To purge purchases history by item and vendor

 

To purge completed purchase orders

1. Select Purchase Order Utilities menu > Purge Completed Purchase Orders.

2. Enter the cutoff date for purging completed purchase orders. All selected purchase orders completed on or a specified number of days prior to this date will be permanently removed from the system. For more information, see Purge Completed Purchase Orders - Fields.

3. Click Proceed. When prompted to remove the selected purchase orders, click Yes.

 

To purge expired master or repeating orders

1. Select Purchase Order Utilities menu > Purge Expired Master/Repeating Orders.

2. Select the check boxes corresponding to the order types to remove.  For more information, see Purge Expired Master/Repeating Orders - Fields.

3. In the Remove Master/Repeating Orders Expired on or Before field, enter the expiration date to use for removing master or repeating orders. All selected orders that expired on or before this date will be permanently removed from the system.

4. Click Proceed. When prompted to remove expired master or repeating orders, click Yes.

 

To purge completed or cancelled orders from the Purchase Order Recap file

1. Select Purchase Order Utilities menu > Purge Completed or Cancelled P/O Recap.
2. Enter the cutoff date for purging completed or cancelled orders from the Purchase Order Recap file. For more information, see Purge Completed or Cancelled P/O Recap - Fields.
3. Click Proceed. When prompted to remove completed or cancelled purchase orders, click Yes.

 

To purge obsolete purchase orders

1. Select Purchase Order Utilities menu > Purge Obsolete Purchase Orders.

Note This task is not available if Receipt of Goods Entry, Receipt of Invoice Entry, Return of Goods Entry, or Material Requisition Issue Entry is in progress.

2. Enter the cutoff date for purging obsolete purchase orders. All selected obsolete purchase orders entered on or before this date will be permanently removed from the system. For more information, see Purge Obsolete Purchase Orders - Fields.
3. In the Operand and Value fields, select the purchase orders to permanently remove from the system.
4. Click Proceed. When prompted to remove the selected purchase orders, click Yes.

 

To purge purchase order history

1. Select Purchase Order Utilities menu > Purge Purchase Order History.
2. Enter the cutoff date for purging purchase order history. All purchase order history dated on or before this date will be purged.

Note History for purchase orders in the purchase order data entry file will not be purged.

3. Click Proceed. When prompted to remove the purchase order history, click Yes.

 

To purge receipt history

1. Select Purchase Order Utilities menu > Purge Purchase Order Receipt History.
2. Click Proceed. When prompted to remove receipt history, click Yes.

 

To purge purchases history by item and vendor

1. Select Purchase Order Utilities menu > Purge Purchases History by Item and Vendor.
2. Enter the basis for removing purchases history.
• If your accounting system is based on fiscal years, select Posting Date.
• If your accounting system is based on calendar years, select Receipt Date.
3. Select the cutoff date for removing purchases history. All purchases history dated on or before this date will be permanently removed from the system. For more information, see Purge Purchases History by Item and Vendor - Fields.
4. Click Proceed. When prompted to remove purchases history, click Yes.

 

The selected purchase order data is permanently removed from the system, and the system activity log is updated with the date, time, company code, user logon, purge description, and purge date.