Clearing Historical Purchase Orders Data

You can clear transaction history, purchase order history, statistics, and posting journals that you no longer need using the Clear History screen. (You can also clear P/O's item transaction history if you use Purchase Orders without Inventory Control.)More...

Unless you use the options to keep Purchase Orders history and statistics, the program clears all completed transactions during Day End Processing, and will not keep purchase history and statistics. You then use Clear History mainly to clear printed posting journals.

  • Make sure you have posted all the transactions you need.
  • Run Day End Processing to update Purchase Orders transactions and statistics that could affect records you want to clear.

    For more information, see About Day End Processing.

  • Determine the date through which to clear transaction history.
  • Determine the fiscal year and period through which to clear purchase statistics and purchasing history.
  • Determine the day-end number through which to clear printed posting journals and the types of journals to clear.
  • Print reports of the data you want to clear. For example:
  • Before clearing transaction history, print the Transaction List for the transaction history you plan to clear. Also, make sure you have printed copies of any completed requisitions, purchase orders, receiving slips, and returns you require.

    For more information, see P/O Transaction List Report Screen.

  • Before clearing purchase history, print the Purchase History report for the historical data you plan to clear.

    For more information, see P/O Purchase History Report Screen.

  • Before clearing sales statistics, print the Purchase Statistics report for the statistics you plan to clear.

    For more information, see P/O Purchase Statistics Report Screen.

  • Before clearing posting journals, print a copy of each posting journal you want to clear. (Make sure you have printed the posting journals to a printer or a file.)
  • If you use the Create Batch icon to create the general ledger batch, print the G/L Transactions report for the journals.

    • Note: You must print the G/L Transactions report before you use the Create Batch icon.

  • Before clearing the Payables Clearing Audit list, print the Payables Clearing Audit list for the year, period, and account sets you want to clear.

    For more information, see P/O Payables Clearing Audit List Report Screen.

  • Before clearing item transaction history (in stand-alone systems only), print the Item Transaction History report for the period you plan to clear.

    For more information, see P/O Item Transaction History Report Screen.

To clear historical data:

  1. Open Purchase Orders > P/O Periodic Processing > Clear History.

  2. To clear transaction history, select the Transaction History option, then type the date up to which to clear history. More...

    Purchase Orders clears the details from requisitions, purchase orders, receipts, invoices, returns, credit notes, and debit notes that were completed on or before the clearing date you specify.

    • Requisitions are complete when a purchase order has been posted for each requisition detail or you manually complete the line. (You can also delete requisitions in the Requisition Entry screen.)
    • Purchase orders are complete when all ordered quantities have been received or canceled. (You can also delete purchase orders in the Purchase Order Entry screen.)
    • Receipts are complete when invoices have been posted for the primary vendor and all secondary vendors on the receipt.
    • Invoices, credit notes, and debit notes are complete when Day End Processing has added them to an Accounts Payable batch.
    • A return is complete when a credit note is posted to it.

    Note: Cleared transactions are not reported on the Transaction Lists.

    • Day End Processing assigns the current session date as the completion date for transactions.
  3. To clear purchase history, select the Purchasing History option, then select the year and period up to which to clear history, and the range and type of records to clear. More...

    Clear History clears purchase history through the year and period you specify, and by the range of item numbers or vendor numbers you select. Cleared data no longer appears in the Purchase History screen or on the Purchase History report.

  4. To clear purchase statistics, select the Purchase Statistics option, then select the year and period up to which to clear statistics. More...

    Clear History clears purchase statistics through the year and period you specify. Cleared statistics no longer appear in the Purchase Statistics screen or on the Purchase Statistics report.

  5. To clear printed posting journals, select the Printed Posting Journals option, then select the type of posting journal to clear and the day-end number up to which to clear. More...

    You can clear all posting journals including the journals produced during the day-end processing run you specify. You select the types of journals to clear, including any combination of journals for receipts, invoices, credit notes and debit notes, and returns.

  6. To clear the Payables Clearing Audit list, select the Payables Clearing Audit option and the year, period, and the account sets to clear.
  7. To clear item transaction history, select the Item Transaction History option, then select the year and period through which to clear data. (This option is available only in a stand-alone Purchase Orders system.) More...

    Use this option to remove transaction history for items maintained by the Purchase Orders program if you are not using Inventory Control. Cleared transactions are not reported on the Transaction Lists.

  8. Click Process to clear the specified data.