Purging Accounts Receivable Invoices (Custom)

Printing Custom Accounts Receivable Reports

Paid invoices have a balance of zero and should be purged or deleted periodically to free disk space. How often you purge depends on how many invoices you create. By purging the AR-MASTER file, you ensure that it has only current information, which helps keep A/R procedures fast and efficient.

Note: Purging is a month-end procedure. For more information, see About Month-End Procedures (A/R).

Purging invoices:

Prints the Completed Invoices Report. It lists all purged invoices. It includes the following information for each invoice: customer, invoice number, date, total amount, and the number of days it took the customer to pay.
Deletes or archives purged invoices. Purged invoices can be completely removed, or you can save them in an accounts receivable journal. The parameter Journalize Purged Invoices in the (LA2) A/R Parameters screen controls this option. To save purged invoices and any special text created for them, set this parameter to X. To save only the purged invoices, set the parameter to Y. (We recommend that you set this parameter to Y or X and that you journalize your invoices.)
The Averages/Days box in the Customer History Total Sales tab is updated. It shows the average number of days a customer takes to pay an invoice. For information, see About Customer History.

Note: Purging the AR-MASTER file is dedicated function. Make sure no one else uses the accounts receivable function until you finish the purging procedure.

In the (O) screen, type 04 in the Selector field.
At the Volume Serial prompt, specify the volume serial that contains the AR-MASTER file. Accept the default volume serial by pressing Enter, or enter a different volume serial.
At the Enter Password prompt, enter the purge password set in the Purge field in the (LA) Customer And A/R Parameters screen. If no password is set, press Enter.
Use the Cutoff Date field to specify which paid invoices to purge. Paid invoices with dates on or before the cutoff date are purged. Paid invoices dated later than the cutoff date are kept.

To determine which paid invoices are old enough to purge, you can use either the invoice date or the last date an A/R entry was made for the invoice. The Purge By Latest Date field in the (LA2) A/R Parameters screen determines which date to use. If you specify Y in the Purge By Latest Date field, the date the last entry was made for an invoice is the cutoff date. If you specify N in the Purge By Latest Date field, the invoice date is the cutoff date.
In the Loc field, press Tab.
In the Printer field, enter the name of the printer to use.
In the Copies field, enter the number to print.
If you specified Y or X in the Journalize Purged Invoices field in the (LA2) screen, the Purge [AR-MASTER] prompt appears. To create a journal file called JNL-AR on the default volume serial, press Enter.

To change the name or volume serial for the journal file, enter a name of your choice in the To field, or tab to the Vol field and specify a different volume serial.

To change the volume serial for the AR-MASTER 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 invoices.

The invoices are purged and the Completed Invoices Report prints. The Averages/Days box in the Customer History Total Sales tab is updated for each customer with a purged invoice.

If you chose to save the purged invoices, the purged invoices are archived in an accounts receivable journal file (JNL-AR or the name you specified). If the Journalize Purged Invoices parameter in the (LA2) screen is set to X, the file JNL-AR-SPC is also built. It contains purged A/R specials.