PURGE JOURNAL ENTRY HISTORY
Use this screen to delete journal entries from the Costpoint database. Normally, companies run this process to clear out unneeded history and to free database space.
Deltek recommends that you purge journal entry history only for closed accounting periods. Following your company procedures, first identify the fiscal year and periods for which you want to purge journal entries and then verify that you do not need to retain that data in Costpoint for future audits.
To prevent accidental deletion of data, restrict user access to this utility. If a failure occurs while the purge is in process, only the user who started the process can restart it after the failure.
If you purge certain types of general ledger journal entries that are set to recur, they will no longer recur unless you create them again.
Before you purge journal entries:
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
Journal Entries
Option
Use this drop-down list to select the range of journal entry numbers to include. Valid options are:
-
All — Select this option to include all journal entries. The Start and End fields are disabled for this option. This is the default.
-
One — Select this option to include only one journal entry and then enter that journal entry number in the Start field. The End field is disabled for this option.
-
Range — Select this option to include a contiguous range of journal entry numbers. Enter the beginning journal entry number for the range in the Start field and enter the ending journal entry number of the range in the End field.
-
From Beginning — Select this option to include a range of journal entries that begins with the first of all the available journal entry numbers and ends with the journal entry number that you enter in the End field. The Start field is disabled for this option.
-
To End — Select this option to include a range of journal entries that begins with the journal entry number that you enter in the Start field and ends with the last of all the available journal entry numbers. The End field is disabled for this option.
Start/End
Enter, or click 
to select, the starting and/or ending journal entry numbers that you want to purge. Depending on your selection in Option, one or both of these fields may be inactive.
Fiscal Year
Start
Enter, or click to select, the fiscal year for which you want to purge journal entry history.
Period
Option
Use this drop-down list to select the range of periods to include. Valid options are:
-
All — Select this option to include all periods. The Start and End fields are disabled for this option. This is the default.
-
One — Select this option to include only one period and then enter that period in the Start field. The End field is disabled for this option.
-
Range — Select this option to include a contiguous range of periods. Enter the beginning period for the range in the Start field and enter the ending period of the range in the End field.
-
From Beginning — Select this option to include a range of periods that begins with the first of all the 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 of periods that begins with the period that you enter in the Start field and ends with the last of all the available periods. The End field is disabled for this option.
Start/End
Enter, or click to select, the starting and/or ending periods for which you want to purge journal entry history. Depending on your selection in Option, one or both of these fields may be inactive.
JE Types
In this group box, select the types of journal entries that you want to purge. You can purge more than one type in a single process.
Adjusting
Select this check box to purge adjusting journal entries.
Recurring
Select this check box to purge recurring journal entries. Recurring entries are either repeated for a certain period of time or open-ended. Costpoint displays a warning message if you are purging before the end of the recurring entry's cycle. Purging these entries ends their recurrence.
Reversal Adjusting
Select this check box to purge reversal adjusting journal entries.
Reversal Recurring
Select this check box to purge reversal recurring journal entries.
Project Transfer
Select this check box to purge project transfer journal entries.
Multi-Job Allocations
Select this check box to purge multi-job allocations entries.
Options
Print List of Journal Entries to be purged
Select this check box to generate the Purge Journal Entry History report, a list of the journal entries that will be purged. Although you can purge journal entries without first generating the report, you should generate and review it. Retain the Purge Journal Entry History report after the purge is completed because it is the only audit trail available for this process.
Purge Journal Entry History
To purge the selected journal entries, complete this screen and click Purge Journal Entry History on the Action menu.
To generate a copy of the Purge Journal Entry History report as part of the purge process, select the Print List of Journal Entries to be purged check box before you start the process. If you do this, you do not have an opportunity to review the report before the purge occurs, but the report provides an audit trail of the process.