Clearing Accounts Receivable History

You use the A/R Clear History screen to remove obsolete data from your Accounts Receivable system. More...

You can clear ranges of the following information:

  • Fully paid documents
  • Customer comments
  • Printed posting journals
  • Posting errors
  • Statement data
  • Deleted and posted batches

Important! After you clear posted batches, you can no longer drill down from the General Ledger to the Accounts Receivable transactions that they contained. Also, you can no longer reprint invoices or receipts.

  • Post all outstanding batches that could affect records you want to clear.
  • Determine the dates through which to clear transactions and comments and the highest posting sequence number to clear.
  • Print reports of the data you want to clear. More...

    • Before clearing fully paid documents, print the Customer Transactions report for the documents you plan to clear, using the following settings:

      • As the first Select Customers By option, select Customer Number, and then specify the range of customer records you plan to clear.
      • Select the sorting options you want to use.
      • Select all the transaction types.
      • Select Include Applied Details and Print Customers with a Zero Balance.

    • Before clearing customer comments:

      • Print the Customers report, selecting the Comments option.
      • Check your customer records to ensure that the expiration dates for comments you want to retain are later than the date through which you will clear comments.

    • Before clearing posting journals:

      • Print a copy of each posting journal you want to clear.
      • Create any outstanding general ledger transactions.

    • Before clearing posted batches:

      • Print the batch status report for the batches.
      • Review the batch dates, and then decide on the batch numbers to clear (for example, batches more than nine months old).

      Note: When you delete batches, you lose the ability to drill down to the transactions from General Ledger.

    • Before clearing statement data, print or e-mail your customers the statements you want to clear.

To clear obsolete data:

  1. Open Accounts Receivable > Periodic Processing > Clear History.

  2. Select the types of records you want to clear.
  3. Specify the ranges for each type of record.
  4. Type the dates or fiscal year and period for which to clear data.
  5. Click Process.