Purge Cleared Documents

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Expand/Collapse item  Overview

Use this procedure to purge all documents that have cleared the bank and are no longer needed on the Bank Reconciliation Report.

Expand/Collapse item  Before You Begin

  • The adjusted bank balance amount must agree with the calculated book balance amount (the out-of-balance amount equals zero) before you can purge cleared documents. For more information, see Adjusting Out-of-Balance Conditions.

  • Before the cleared document detail for a bank code can be purged, the Bank Reconciliation Report for that bank code must be printed. The Bank Reconciliation Transaction Register must also be printed and updated if there are pending transactions.

 

To purge cleared documents

  1. Select Bank Reconciliation Main menu > Bank Reconciliation Report.

  2. You can also select Bank Reconciliation Main menu > Reconcile Bank or Check, Deposit and Adjustment Entry to purge cleared documents by clicking the Print button.

  1. In the Document Types to Print field, select All Types. For more information, see Bank Reconciliation Report – Fields.

  2. In the Print Cleared Documents field, select All Documents.

  3. Clear the Summarize Activity check box.

  4. In the first Bank Code Value field, enter the bank code to use for purging cleared documents. Verify Equal to is selected in the Operand field.

Note If multiple bank codes are selected, you will not be prompted to purge the cleared documents.

  1. In the Document Date Operand field, select All or Range. If Range is selected in the Operand field, leave the starting date blank in the first Value field and enter the ending date in the second Value field only.

  2. Click Print. A message appears indicating the purge date for the documents.

Note If the appropriate security is not set up, you must print the report to a printer, to file, or to Deferred.

Note To change the displayed purge date, you must change the ending date in the second Document Date Value field and reprint the register.

Note The message prompting you to purge cleared documents appears only if the out-of-balance amount on the report is $0.00 and if you had generated the general ledger journal entries for the cleared documents previously selected for general journal entry creation.

  1. Click Yes to purge the cleared documents.

Cleared documents are purged.