Clear History Form — Overview

Use the Clear History form to selectively clear (delete) data you no longer want to keep in your Purchase Orders system. This form lets you clear:

• Transaction history.

• Purchasing history.

• Purchase statistics.

• Printed posting journals.

• Payables Clearing Audit list.

• If you do not use Inventory Control, item transaction history.

You can clear one or more types of data at the same time.

Before you start

• Run Day End Processing to update Purchase Orders transactions and statistics that could affect records you want to clear.

• 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.

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

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

• 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 that 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 Auditlist for the year, period, and account sets you want to clear.

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

To use the Clear History form

1. Choose Clear History from the Periodic Processing folder.

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

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.

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

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.

6. To clear the Payables Clearing Audit list, select the list 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 a stand-alone Purchase Orders system.)

8. Select Process to clear the specified data.

You use the following buttons in the Clear History form:

• Process — to clear the selected data.

• Close — to close the Clear History form.

See also

Create G/L batch

Periodic processing