Printing Standard Accounts Payable Reports

Purging released checks periodically clears system storage space. When you purge released checks, the Purge Report prints. It shows which checks you are purging.

 

Checks are purged from the AP-CHECK file. It stores data on all released accounts payable and payroll checks until you purge the file.

 

Notes: Once you purge released checks, you cannot access them again; purging removes them from the system. Purging checks is a dedicated function.

  1. In the (QR) Accounts Payable Reports screen, select the [F] Print Check File report code.

  2. Use the Accounts Payable/Payroll/Both field to specify the information to purge. To purge only A/P information, type A. Go to Step 4.

    To purge only payroll information, type P. To purge both A/P and payroll information, type B.

  3. At the Enter Password prompt, enter the password set in the Checks field in the (LHN) Payroll/Personnel Parameters screen and press Tab.

  4. You can limit the checks you purge by check status, check date and check number.

    In the Open Checks field, specify whether to purge outstanding or returned checks. To purge outstanding checks only, type N. To purge returned checks only, type Y. To purge all checks in the AP-CHECK file, press Tab.

    In the Date field, you can limit the purge by check date. Enter the beginning date in the Date field. In the To field, enter the ending date. Press Tab to skip these fields.

    Use the Check # field to limit by check number. Enter the beginning check number in the Check # field. In the To field, enter the last check number. Press Tab to skip this limit.

  5. In the Purge field, type Y.

  6. In the remaining fields in this screen, you can limit by additional information. For example, you can limit according to location, vendor name, or number. To set no limits, press Enter. Go to Step 7.

Use the Location field to limit by location. To limit to a single location, enter the location number. To include all locations, press Tab.

 

Use the Name From and To fields to limit by vendor name. To skip this limit, press Tab. To limit by vendor name, enter the beginning vendor name in the Name From field. In the To field, enter the last vendor name in the range.

 

Use the Nbr From # and To # fields to limit by vendor number. To skip this limit, press Tab. To limit by vendor number, enter the beginning number in the Nbr From # field. In the To # field, enter the last vendor number in the range.

 

Use the Code field to limit to a specific vendor code. Enter it, or press Tab to skip it.

  1. At the Enter Password prompt, enter the password set in the Purge field in the (LC) Vendor And A/P Parameters screen. Press Tab.

  2. Use the Printer field to specify a printer to use.

  3. Use the Copies field to specify the number of copies to print.

  4. The checks are purged and the report prints.

Return to:

Printing the Returned Check File Report

 

See also:

In the (LHN) Screen

In the (LC) Screen