PURGE VOUCHERS
Use this screen to delete accounts payable or purchase order vouchers. When you purge vouchers, Costpoint deletes data from the source tables.
To purge those vouchers that were on a check or Electronic Funds Transfer (EFT), you must select the Purge Checks check box on this screen. You cannot purge some selected vouchers. For example, you cannot purge purchase order vouchers unless they were archived via the Archive Purchase Orders screen.
To prevent the accidental deletion of data, Deltek recommends that you restrict user access to this screen. If an error occurs during this purge, the same user must restart and resume the purge after the crash.
Typically you run this process to clear out unneeded history and free up database space. Deltek recommends that you include only closed periods when you purge vouchers. If you select an open period for purging, Costpoint displays an error message that gives you the opportunity to cancel or continue with the purge process.
Following your company procedures, you should first identify which fiscal year and periods should be included in the selection parameters. Costpoint then purges all vouchers within the fiscal year selected and the previous fiscal years.
Before you purge vouchers:
Run this report when all other users are out of the Manage Accounts Payable Vouchers and Manage Purchase Order Vouchers screens.
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
Vendors
Use the fields in this group box to select the vendors whose vouchers will be purged.
Option
Use this drop-down list to select the range of vendors to be included. Valid options are:
-
All — Select this option to include all available vendors. The Start and End fields are disabled for this option. This is the default.
-
One — Select this option to include only one vendor and then enter that vendor in the Start field. The End field is disabled for this option.
-
Range — Select this option to include a contiguous range of vendors. Enter the beginning vendor for the range in the Start field and enter the ending vendor of the range in the End field.
-
From Beginning — Select this option to include a range of vendors that begins with the first of all the available vendors and ends with the vendor 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 vendors that begins with the specific vendor that you enter in the Start field and ends with the last of all the available vendors. The End field is disabled for this option.
Start
Enter, or click 
to select, the starting vendor for the range that you want to include. If you select All or From Beginning in the Option field, this field is inactive.
End
Enter, or click to select, the ending vendor for the range that you want to include. If you select All, One, or To End in the Option field, this field is inactive.
Vouchers
Use the fields in this group box to select the range of voucher numbers to be purged.
Option
Use this drop-down list to select the range of vouchers to be included. Valid options are:
-
All — Select this option to include all available vouchers. The Start and End fields are disabled for this option. This is the default.
-
One — Select this option to include only one voucher and then enter that voucher in the Start field. The End field is disabled for this option.
-
Range — Select this option to include a contiguous range of vouchers. Enter the beginning voucher for the range in the Start field and enter the ending voucher of the range in the End field.
-
From Beginning — Select this option to include a range of vouchers that begins with the first of all the available vouchers and ends with the voucher 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 vouchers that begins with the specific voucher that you enter in the Start field and ends with the last of all the available vouchers. The End field is disabled for this option.
Start
Enter, or click to select, the starting voucher for the range that you want to include. If you select All or From Beginning in the Option field, this field is inactive.
End
Enter, or click to select, the ending voucher for the range that you want to include. If you select All, One, or To End in the Option field, this field is inactive.
Period Posted
Use the fields in this group box to select the period from which to purge voucher records. All vouchers within the fiscal year selected and previous fiscal years will be purged.
Option
Use this drop-down list to select the range of periods to be included. Valid options are:
-
All — Select this option to include all available periods. The Start and End fields are disabled for this option.
-
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 specific 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 Fiscal Year
Enter, or click to select, the starting fiscal year from which the voucher records should be purged for the selected vendor range.
Start Period
Enter, or click to select, the starting period from which the vouchers should be purged. If you select All or From Beginning, this field is inactive.
Start Subperiod
Enter, or click to select, the starting subperiod from which the vouchers should be purged. If you select All or From Beginning, this field is inactive.
End Fiscal Year
Enter, or click to select, the ending period from which the vouchers should be purged. If you select All, One, or To End as the range option, this field is inactive.
End Period
Enter, or click to select, the ending period from which the vouchers should be purged. If you select All, One, or To End as the range option, this field is inactive.
End Subperiod
Enter, or click to select, the ending subperiod from which the vouchers should be purged. If you select All, One, or To End as the range option, this field is inactive.
Options
Voucher Type
Use this group box to select the voucher type to be purged.
AP Vouchers
Select this check box to purge the vouchers from accounts payable.
PO Vouchers
Select this check box to purge the vouchers from purchase orders.
Payroll Vouchers
Select this check box to purge payroll vouchers.
TE Expense Vouchers
Select this check box to purge TE expense vouchers.
TE Advance Vouchers
Select this check box to purge TE advance vouchers.
Purge Checks
Select this check box to purge the data for checks that correspond with the vouchers you are purging.
Print Purged Vouchers Report
Select this check box to print a purged voucher report.
Ignore vouchers when payment is in a later period
Select this check box to ignore vouchers with a payment date in a later period.
Continue purging when check has not been cleared
Select this check box to ignore vouchers for which the check has not cleared.
Continue purging when void has not been cleared
Select this check box to ignore void vouchers if the void process has not cleared.
Continue purging when stop payment has not been cleared
Select this check box to ignore stop-payment vouchers if the stop payment has not cleared.
Skip Open Period Check
Select this check box to skip checks for open accounting periods.
Purge Vouchers
Click 
to purge the vouchers. No record of purged transactions prints.