PURGE CASH RECEIPTS HISTORY
Use the Purge Cash Receipts History screen to delete records from the cash receipts table. This screen does not delete any information from the Accounts Receivable History table, so your customers' accounts receivable records remain accessible. Purging cash receipts makes more space available in your database.
Run this process before you delete customers with the Purge Customers screen.
Customers cannot be purged if any of the following apply:
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The customer exists on the Manage Project User Flow screen in Costpoint Project Setup.
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The customer has a positive or negative A/R balance (not equal to zero).
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The customer has unposted bills or invoices.
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The customer has cash receipts history.
We suggest that you do NOT purge any information from open periods.
Items that represent a reimbursement to your company for repayment of a travel advance item are NOT be purged.
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 cash receipts should be included in your purge. You must verify that this data does not need to be retained in the system for future audits. This process can be run after you archive your records at year end or after an annual audit has been completed.
Although this process can be run at any time, you normally run this process to clear out unneeded records and free up database space. We suggest archiving cash receipts 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 Ranges
Use this group box to select the period of time for which records will be purged. This period reflects the date the cash receipt was posted, not received. You also select the cash receipt numbers to be purged in this group box.
Accounting Period
Options
From the drop-down list, select the accounting period in which customers will be purged.
The options are:
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All — Select this option to include all available periods/subperiods. The Start and End fields are disabled for this option.
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One — Select this option to include only one period/subperiod. You must enter that value 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 periods/subperiods. You must enter the beginning value for the range in the Start field and the ending value of the range in the End field.
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From Beginning — Select this option to include all the periods/subperiods from the beginning of the available periods/subperiods to a specific period/subperiod in the range. You must enter the last value 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 periods/subperiods from a specific period/subperiod to the end of all the available periods/subperiods. You must enter the value from which the range should begin in the Start field. The End field is disabled for this option.
Fiscal Year (Start)
If you selected One, Range, or To End in the Accounting Period Options field, enter, or click 
to select, the starting fiscal year of the cash receipts that you want to purge. This field is not available if you selected All, From Beginning in the Accounting Period Options field.
Period (Start)
If you selected One, Range, or To End in the Accounting Period Options field, enter, or click to select, the starting fiscal period of the cash receipts that you want to purge. This field is not available if you selected All, From Beginning in the Accounting Period Options field.
End Date (Start)
This displays the end date of the accounting period that you selected as the starting accounting period for the purge.
Fiscal Year (End)
If you selected All or From Beginning in the Accounting Period Options field, enter, or click , to select the ending fiscal year of the cash receipts that you want to purge. This field is not available if you selected One, Range, or To End in the Accounting Period Options field.
Period (End)
If you selected All or From Beginning in the Accounting Period Options field, enter, or click to select, the ending fiscal period of the cash receipts that you want to purge. This field is not available if you selected One, Range, or To End in the Accounting Period Options field.
End Date (End)
This displays the end date of the accounting period that you selected as the ending accounting period for the purge.
Cash Receipt Number
Options
Use the drop-down list to select the cash receipts to include in this purge.
The options are:
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All — Select this option to include all available cash receipts for the specified accounting period. The Start and End fields are disabled for this option.
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One — Select this option to include only one cash receipt. You must enter that cash receipt 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 cash receipts. You must enter the beginning cash receipt for the range in the Start field and the ending cash receipt of the range in the End field.
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From Beginning — Select this option to include all the cash receipts from the beginning of the available cash receipts to a specific ending cash receipt in the range. Enter the last cash receipt 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 cash receipts that range from a specific cash receipt to the end of all the available cash receipts. Enter the cash receipt 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 Cash Receipt Number Options field, enter the starting cash receipt to include in the purge. This field is disabled if you selected All or From Beginning in the Cash Receipt Number Options field.
End
If you selected One, Range, or From Beginning in the Cash Receipt Number Options field, enter the ending cash receipt to include in the purge. This field is disabled if you selected All, One, or To End in the Cash Receipt Number Options field.
Options
Print Option
Print List of Cash Receipts to be Purged
Select this check box to print a list of all receipts selected for deletion before you activate the purge process. Although you can execute this purge without first printing the list, we suggest that you always print the list first to review before beginning the purge process. If this check box is cleared, only the Purge Cash Receipt History button on the toolbar is available (you will not be able to print).