Purging Invoices

You can purge (delete) completed A/P invoices through the (QR) Accounts Payable Reports screen. Paid invoices have a balance of zero. You should purge paid invoices from the system periodically to free space. The number of invoices you create determines how often you should do this. By purging the AP-MASTER file, you ensure that the file contains only current information, which helps keep A/P procedures fast and efficient.

Purging is a month-end procedure. For more information concerning month-end procedures, see the online help topic A/P Month End Procedures.

When you purge completed invoices, two things occur:

The Paid A/P Invoices Report prints. This report lists all of the invoices that were purged. It includes the following information for each invoice: vendor account ID, invoice number, debit or credit amount, check number, and check date.
The purged invoices can be completely removed from the system or you can save them in an accounts payable journal.

To purge invoices from the AP-MASTER file, go to the (QR) screen and select the [C] Print A/P Reports code. You will be prompted for a purge password as well as prompted to save the invoices to an accounts payable journal.

Now, you can Test Your A/P knowledge.