Printing Standard Accounts Receivable Reports

Purging Accounts Receivable Deposits

You purge (delete) deposits through the (OR) Accounts Receivable Reports screen. When you do, the system checks to be sure that the entry is an invoice. If it is and the full deposit amount has been applied, and the applied date is less than or equal to the cut off date you specify, the system purges the deposit. If it is a project deposit, the system does not purge it until all of the money on the project has been applied. If all of the project deposits have been applied and the applied date is less than or equal to the cut off date you specify, the system purges all the records tied to the project deposit.

Note: Deposit information is stored in the P-DEPOSIT and P-TOTDEP files.

When you purge deposits:

• The Completed Deposits Report prints. This report lists all of the deposits that were purged. It includes the following information for each deposit: customer account number, project number, invoice number, date, and total deposit amount.

• The purged deposits can be completely removed from the system, or you can save them in a journal. The parameter Purge Completed Deposits to Journal in the (LA5) Deposit Parameters screen controls this option. To save purged deposits, set this parameter to Y. (We recommend that you set this parameter to Y and that you journalize your deposits.)

1. In the (OR) screen, select the [ E] Deposit Purge function.

2. In the Vol field, specify the volume serial of the P-DEPOSIT file. Accept the default volume serial by pressing Tab, or enter a different volume serial.

3. At the Enter Password prompt, enter the password set in the Purge field in the (LA) Customer And A/R Parameters screen.

4. In the Location field, enter the location for which to purge deposits. To include all locations, leave this field blank.

5. In the Aging field, press Tab.

6. The cursor moves to the Cutoff Date field, which lets you specify the deposits that are purged. Deposits applied with dates on or before the cutoff date are purged. Deposits applied dated later than the cutoff date are kept. Specify the cutoff date.

7. If you set the Purge Completed Deposits to Journal in the (LA5) Deposit Parameters screen to Y, the system displays the Purge [P-DEPOSIT] Vol [ XXXX] to [JO-DEPOSIT] Vol [ XXXX] prompt.

8. To create a journal file called JO-DEPOSIT on the default volume serial, press Enter.

9. To change the name or volume serial for the journal file, be sure to keep the first two characters JO and enter the remaining file name of your choice in the To field, or tab to the Vol field and specify a different volume serial. (Since the P-TOTDEP file is journalized as JO-TOTDEP, you should keep the first two characters of the file name the same.)

10. To change the volume serial for the P-DEPOSIT file, press Esc while the cursor is in the To field, and then tab to the Vol field. Enter the correct volume serial.

Note: We recommend that you journalize your deposits.

8. When the cursor moves to the Printer field, enter the logical name of the printer for this report. Accept the default printer by pressing Tab, or specify the logical name of a different printer.

9. In the Copies field, enter the number of copies to print, or press Tab to accept the default.

10. At the Are You Sure prompt, type Y.