PURGE BANK TRANSACTION HISTORY
Use the Purge Bank Transaction History screen to delete matched and cleared bank transactions history based on your selection criteria. Although you can run this process at any time, you normally run it to clear out unneeded history and free up database space. You normally purge transactions for only closed accounting periods.
Following your company procedures, you must first identify which fiscal year and periods are included in the selection parameters. Verify that this data does not need to be retained in Costpoint for future audits.
After you run the Create Bank Transactions History process, the bank reconciliation data becomes available in the Purge Bank Transaction History screen.
Bank reconciliation data includes vendor checks for AP transactions, employee earnings for Payroll, and cash receipt history for cash receipts transactions.
The purge process from this screen deletes data from only the Bank Transaction History table; it does not delete data from the source tables.
Typically, you purge only transactions for closed accounting periods. When you run the purge process, if a period in the range that you selected for the purge is open, you receive an error and Costpoint does not proceed with the purging process. You can tell Costpoint to proceed with the purging process in this circumstance by selecting the Skip Accounting Period status check check box.
To prevent the accidental deletion of data, Deltek recommends that you restrict user access to this screen.
Other users must exit all Bank Reconciliations screens before you activate the purge process. If an error (system, hardware, electrical, and so on) occurs during the purge, the same user must restart and resume the purge after the crash.
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
In this block, select the bank and the time periods for which you want to purge bank transaction history records.
Bank Abbreviation
Enter the bank abbreviation of the bank transaction history records that you want to purge or click 
to select an abbreviation. The bank abbreviation descriptions displays in the field to the right.
Fiscal Year
Options
This field displays One to indicate that you can select only one fiscal year for the purge process.
Start
Enter the fiscal year of the bank transactions that you want to purge, or click to select a fiscal year.
Period
Options
From the drop-down list, select the type of range to use to select the bank transactions you want to purge.
The options are:
-
All — Select this option to include all periods in the purge. The Start and End fields are disabled for this option.
-
One — Select this option to include only one period in the purge. Enter the period in the Start field. The End field is disabled for this option.
-
Range — Select this option to include a contiguous range of periods in the purge. Enter the beginning period in the Start field and the ending period in the End field.
-
From Beginning — Select this option to include a range that starts from the beginning of all available periods and ends with the period that you enter in the End field. The Start field is disabled for this option.
-
To End — Select this option to include a range that starts with the period that you enter in the Start field and ends with the last period of all the periods. The End field is disabled for this option.
Start Period
Enter the starting period of the bank transactions that you want purged, or click to select a starting period. This field is available only when you select One, Range, or To End in the Options field.
Start End Date
This displays the end date of the starting period that you selected.
End Period
Enter the ending period of the bank transactions that you want purged, or click to select an ending period. This field is available only when you select Range or From Beginning in the Options (Period) field.
End Date
This displays the end date for the ending period that you selected.
Options
Print list of matched and cleared bank transactions to be purged
Select this check box to print a list of all bank history transactions selected for purging. Although you can purge bank transaction history without first printing the list, Deltek suggests that you print the list to review the transactions to be deleted before you begin the purge process.
Deltek recommends that you retain the bank Transactions History Purge List after you complete the purge because it is the only audit trail available.
To preview or print the report: From main toolbar, click 
or 
.
Purge bank statements for the same fiscal year and periods
Select this check box to purge bank statements for the same fiscal year and periods. The bank statements are purged at the same time.
Skip Accounting Period status check
If you select this check box, the program does not display a warning message if the accounting periods you select for purging are open.
Processing
Click 
for the following options:
Purge Bank Transaction History
This option is automatically active when you clear the Print list of matched and cleared bank transactions to be purged check box.
This option does NOT give you the opportunity to review the data to be deleted before the purge process is executed, and no report of purged transactions prints. Use caution when selecting this option.
Print/Purge Bank Transaction History
This option is available only if you select the Print List of matched and cleared bank transactions to be purged check box.
It prints the Bank Transactions History Purge List and then immediately begin the purge process.
This option does not give you the opportunity to review the data to be deleted before the purge process is executed, but it ensures that a report is printed for audit trail purposes.