PURGE CUSTOMERS
Use this screen to delete customers who have no current activity. You can purge one customer or a range of customers.
To prevent the accidental deletion of data, Deltek recommends that you restrict user access to this screen. Other users should be out of all Costpoint Accounts Receivable screens before you activate the purge process.
Following your company procedures, first identify which customers should be included in your purge. Verify that this data does not need to be retained in the system for future audits.
Before the purge process is activated, the system checks the status of all customers within the range selected for the purge.
A range of customers is NOT purged if any of them fit the following criteria:
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A customer exists on the Manage Project User Flow screen in Costpoint Project Setup.
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A customer has a positive or negative A/R balance (not equal to zero).
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A customer has unposted bills or invoices.
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A customer has cash receipts history.
Although the purge process can be run at any time, you should normally run this process to clear out unneeded customers and free up database space. Deltek suggests archiving customer data before purging.
Location
Identification
Use the fields in this block to create a new parameter ID or to retrieve
a previously saved parameter ID. A parameter ID represents a set of screen
selection parameters. After you have saved a parameter ID and its related
parameters, you can retrieve them using Query.
You can use the retrieved parameters to produce reports and run processes
more efficiently and with greater consistency. The saved parameters are
also useful and necessary when you want to run the process as part of
a batch job. Many users save a unique set of parameters for each different
way they run a report or process. When you select a previously saved parameter
ID or parameter description, the associated saved screen selection parameters
automatically display as selection defaults. The page setup and print
options are also included in the saved parameter ID if there are any.
You can change any of the associated selection defaults as necessary.
Parameter ID
Enter, or click 
to select, a parameter
ID of up to 15 alphanumeric characters. Choose characters for your parameter
ID that help identify the type of selections you made in the screen, such
as PERIOD or QUARTERLY.
When you save your record, all the selections made in the screen are
stored with the parameter ID. Later, you can retrieve the parameter using
Query.
You can use the parameter to run the process more efficiently because
you can select the parameter ID with its previously defined screen selections.
After the default selections display in the screen, you can override the
defaults.
Description
Enter, or click to select, a parameter
description of up to 30 alphanumeric characters.
Selection Range
Use this group box to select the customers to be purged and the period for which you want to purge customers. Costpoint will use this period ending date as a reference point for the purge. If, as of that date, a customer has any open balance, cash receipts history, or unposted bills or invoices, or if the customer exists on the Manage Project User Flow screen in Costpoint Project Setup, the customer will NOT be purged.
Customer
Options
Use the drop-down list to select the range of customers to include in this purge.
The options are:
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All — Select this option to include all available customers. The Start and End fields are disabled for this option.
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One — Select this option to include only one customer. Enter the customer in the Start field. The End field is disabled for this option.
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Range — Select this option to include a contiguous range of customers. Enter the beginning customer for the range in the Start field and the ending customer of the range in the End field.
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From Beginning — Select this option to include all the customers from the beginning of the available customers to a specific customer in the range. Enter the last customer for the range in the End field. The Start field is disabled for this option.
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To End — Select this option to include all the customers that range from a specific customer to the end of all the available customers. Enter the customer from which the range should begin in the Start field. The End field is disabled for this option.
Start
If you selected One, Range, or To End in the Customer Options field, enter the starting customer for the alphabetical range to include in the purge. If you selected All or From Beginning in the Customer Options field, the Start field is unavailable.
End
If you selected, One, Range, or From Beginning in the Customer Options field, enter the ending customer for the alphabetical range to include in the purge. If you selected All, One, or To End in the Range field, the End field is unavailable.
Non-Contiguous Range
Select this check box to specify non-contiguous ranges within the range of customers that you selected. You specify the non-contiguous ranges using the Customer Non-Contiguous Ranges subtask on this screen.
Accounting Period
Options
This field displays One to indicate that you can purge customers for one fiscal year and period.
Fiscal Year
Enter, or use the drop-down list to select, the fiscal year from which you want to purge the customers.
Period
Enter, or use the drop-down list to select, the period from which you want to purge the customers.
Options
Print Option
Print/Purge Customers that Pass Validation
Select this check box to purge all selected customers that pass validations. If this check box is NOT selected, the purge process will stop when the system encounters a customer with a balance that is not zero, that exists on the Manage Project User Flow screen in Costpoint Project Setup, that has unposted bills or invoices, or that has cash receipts history.
Print List of Purged Customers
Select this check box to print a list of all customers selected for deletion before you activate the purge process. Although you can execute this purge without first printing the list, Deltek suggests that you always print the list first to review before you begin the purge process. If this check box is cleared, only the Purge Customers button on the toolbar is available (you will not be able to print).
Subtask
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Subtask
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Description
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Customer Non-Contiguous Ranges
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If you selected the Non-Contiguous Range check box on this screen, click this link to open the Customer Non-Contiguous Ranges subtask and enter non-contiguous ranges of customers.
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