PURGE OPEN BILLING DETAIL RECORDS

Use this screen to purge records from the Maintain Open Billing Detail table. The Calculate Standard Bills screen does not include fully written-off transactions in the calculation process; therefore, when you post standard bills, the records are neither deleted from Open Billing Detail nor moved to the Closed Billing Detail table. You can use this screen to delete records that have no amount, hours, or units to bill, and to delete all records for the selected fiscal year, period, subperiod, project, and account. This may be helpful if the Update Open Billing Detail Records process is run by mistake.

The purged transactions are not retained in the Maintain Closed Billing Detail table for future audits.

Use this screen after posting transactions to Open Billing Detail.

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

Projects

Use this group box to select the projects to purge.

Option

Use this drop-down list to select the range of projects to be purged from Open Billing Detail. Valid options are:

The default for this field is All.

Start

Enter, or click to select, the starting project for the range you want to purge. If you selected All or From Beginning in the Option field, this field is inactive.

End

Enter, or click to select, the ending project for the range you want to purge. If you selected All, One, or To End in the Option field, this field is inactive.

Accounts

Use this group box to select the accounts to be purged.

Option

Use this drop-down list to select the range of accounts to be purged from Open Billing Detail. Valid options are:

The default for this field is All.

Start

Enter, or click to select, the starting account for the range that you want to purge. If you selected All or From Beginning in the Option field, this field is inactive.

End

Enter, or click to select, the ending account for the range that you want to purge. If you selected All, One, or To End in the Option field, this field is inactive.

Fiscal Year

Option

This field always displays One.

Start

Enter, or click to select, the fiscal year you want to purge.

Period/Subperiod

Use this group box to select the subperiods to be purged.

Option

Use this drop-down list to select the range of periods to be purged from Open Billing Detail. Valid options are:

The default for this field is All.

Start Period

Enter, or click the drop-down list to select, the starting period for the range you want to purge. If you selected All or From Beginning in the Option field, this field is inactive.

Start Subperiod

Enter, or click the drop-down list to select, the starting subperiod for the range you want to purge. If you selected All or From Beginning in the Option field, this field is inactive.

End Date

This non-editable field displays the subperiod end date.

End Period

Enter, or click the drop-down list to select, the ending period for the range you want to purge. If you selected All, One, or To End in the Option field, this field is inactive.

End Subperiod

Enter, or click the drop-down list to select, the ending subperiod for the range you want to purge. If you selected All, One, or To End in the Option field, this field is inactive.

End Date

This non-editable field displays the subperiod end date.

Options

Use this group box to delete only transactions that have been fully written off.

Fully Written Off Transactions Only

Select this check box to delete the records from the Maintain Open Billing Detail table that have been fully written off; all other records still reside in Open Billing Detail. If you do not select this check box, all transactions for the selected project, account, and period range are deleted, including any amounts and/or hours on hold. This check box is selected by default.

Process

Click to begin the purge process.