IdealWare Online Users Manual

AR2-05 A/R PROCESSING
25566 Month End Purge

 

PURPOSE

 

The month end purge program performs important month end processing and must be run before processing any accounts receivable for the next period. While the purge is being run, there should be no other A/R processing.

 

This program should only be run after the following have been completed:

  • A/R system balancing test has been run confirming that the system is in balance.
  • All relevant month end reports have been run (refer to 25558 PERIOD END PROCESSING for more information).
  • A month-end backup has been created.

The Month End Purge performs the following functions for both PERIOD and YEAR end options:

  • Purges all paid invoices and their respective payment records from the A/R detail file.
  • Generates balance forward detail records for balance forward type customers.
  • Increments the accounts receivable period.
  • Clears all month to date statistics in the customer master, salesman master and contract master files.
  • Clears the A/R adjustments summary, A/R cash receipts summary and A/R billing summary files.

In addition, the month end purge performs the following functions if the YEAR end option is selected:

  • Moves all year-to-date statistics to last year statistics in the customer master, salesman master and contract master files.
  • Clears all year-to-date statistics in the customer master, salesman master and contract master files.

It is IMPORTANT that:

  • You properly select PERIOD or YEAR.
  • The purge is run ONCE at the end of the month only.
  • The purge is NOT run twice at the end of the fiscal year.

PROCEDURE

 

Select Month End Purge from the Accounts Receivable Month End menu.

 

Example A/R Period/Year End Purge display:

┌────────────────────────────────────────────────────────────────────────────────┐
│07/07/95 TF4         ***** A/R PERIOD/YEAR-END PURGE *****               3RMEP1 â”‚
│                                                                                â”‚
│                                                                                â”‚
│WARNING: RUN PRICE CHANGE PURGE FIRST IF REQUIRED FOR THIS PERIOD               â”‚
│                                                                                â”‚
│ALL PERIOD-TO-DATE TOTALS WILL BE CLEARED, ALL BILLS WITH A ZERO                â”‚
│BALANCE WILL BE REMOVED AND THE PERIODS' BILLING SUMMARY FILE WILL BE           â”‚
│CLEARED (IE: HAVE YOU PRINTED THE PERIODS' BILLING SUMMARY REPORT?). IF         â”‚
│THE YEAR-END OPTION IS SELECTED, ALL YEAR-TO-DATE TOTALS WILL BE CLEARED.       â”‚
│                                                                                â”‚
│** CURRENT PROCESSING PERIOD IS '1999/10'. IF NOT CORRECT, DO NOT PURGE! **     â”‚
│                                                                                â”‚
│** PERIOD OR YEAR-END ? (PERIOD/YEAR):       PERIOD                             â”‚
│                                                                                â”‚
│** CONTINUE ? (Y/N):                                                            â”‚
│                                                                                â”‚
│                                                                                â”‚
│F4 TO RETURN TO MENU.                                                           â”‚
│                                                                                â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘
F4 TO RETURN TO MENU.

 

[F4] to exit to the menu without running the program.

 

 

FIELDS

 

**CURRENT PROCESSING PERIOD IS '1999/10'. IF NOT CORRECT, DO NOT PURGE!**

 

If the program displays the incorrect current processing period, contact your Ideal consultant! Make a note of what period the program is reporting and what the actual period is. DO NOT RUN THE PROGRAM! Press [F4] to exit.

 

 

** PERIOD OR YEAR-END ? (PERIOD/YEAR):

 

"P""E""R""I""O""D" if this is NOT the last month of your fiscal year.

 

"Y""E""A""R" if this IS the last month of your fiscal year.

 

If performing the YEAR end purge, DO NOT first perform the PERIOD end purge.

 

 

** CONTINUE ? (Y/N):

 

"Y" to proceed with the purge.

 

The purge is performed without further confirmation.

 

 

"N" to discontinue and not purge.

 

If ANY errors occur during the purge: contact your Ideal consultant immediately. DO NOT attempt to break out and DO NOT turn off any terminal displaying error(s)! Inform ALL users to cease working in the A/R module until further notice. DO NOT update any open A/R batches until you are informed that it is OK to do so.