Ideal Online Documentation

24556 A/P PROCESSING
AP2-09 Month End Purge

 

PURPOSE

 

Month End Purge is run at month-end after the system balancing test has been done and all reports have been printed. The Month End routine is typically done after the majority of the month's invoices have been entered. Before proceeding with the Month End Purge, you should do a month-end backup.

 

The MONTH End Purge will update the MTD totals in the supplier file.

 

If doing a YEAR End Purge, the system will perform all usual Month End Purge functions as well as move YTD totals to the last year fields and clear the YTD fields. A message to that affect is displayed. Consequently, you do NOT perform both month end and year end purges at the year end!

 

Month End Purge is accessed from:

  • Accounts Payable Month End menu

 

PROCEDURE

 

Select Month End Purge from the A/P Month End menu.

 

The following alert message is displayed:

┌────────────────────────────────────────────────────────────────────────────────┐
│IF PERIOD-END: THE PERIODS' PAID INVOICE FILE WILL BE CLEARED AND ALL PAID      â”‚
│HISTORY TRANSACTIONS OVER 24 PERIODS OLD WILL BE REMOVED.                       â”‚
│                                                                                â”‚
│IF YEAR-END: ALL PERIOD-END FUNCTIONS LISTED ABOVE WILL BE PERFORMED PLUS       â”‚
│ALL YEAR-TO-DATE TOTALS WILL BE SHIFTED TO LAST YEAR AND CLEARED.               â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘
** AS AT YEAR/PERIOD ? (CR FOR 'YYMM'): YYPP

 

Enter the year and month you want to purge.

 

The ability to enter the specific month and year allows you to run the month end purge more than once for the same period, should that be required.

 

 

[Enter] for the current month and year.

 

[F4] to exit to menu.

 

MONTH OR YEAR-END (MONTH/YEAR):

 

"M""O""N""T""H" for month end purge.

 

"Y""E""A""R" for year end purge.

 

If doing your year end, no month-end purge is required for that month.

 

 

[F4] to exit to menu without performing a purge.


CONTINUE Y/N:

 

"Y" to commence the purge.

 

The purge begins without further warning.

 

 

"N" to cancel and return to menu.