Clearing Obsolete Data from Accounts Payable

Home > Period-End Procedures > Clearing Obsolete Data from Accounts Payable

You use the A/P Clear History screen to remove the following types of data from Accounts Payable:

Fully paid documents.
Vendor comments.
1099/CPRS amounts.
Printed posting journals.
Posting errors.
Deleted and posted batches.

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

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 Vendor Transactions report for the documents you plan to clear.
  Select the following options when printing the report:
  - For Transaction Types, select all types.
  - As the first Select By option, select Vendor Number, then specify the range of vendor records you plan to clear.
  - Select any other sorting options you want to use.
  - Select Show Applied Details and Include Vendors With A Zero Balance.
- Before clearing vendor comments:
  - Print the Vendors report, selecting the Comments option.
  - Check your vendor records to ensure that the expiration dates for comments you want to retain are later than the date through which you will be clearing 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: If you delete batches, you lose the ability to drill down to the transactions from General Ledger.

To clear obsolete data: