## Purging Accounts Payable Records

This chapter provides an overview of how to purge closed records from your JD Edwards EnterpriseOne Accounts Payable system, lists prerequisites, and discusses how to run the Purge Closed A/P Records program.

### Understanding How to Purge Records from Your Accounts Payable System

To conserve system disk space, purge your paid Accounts Payable records periodically. When you purge Accounts Payable records, you run a batch program that:

- Removes paid transactions from the Accounts Payable Ledger (F0411), Accounts Payable - Matching Document (F0413), and the Accounts Payable Matching Document Detail (F0414) tables. when the following conditions exist:

  - The GL date of the transaction is on or before the as of date that is set in the G/L Purge Date processing option.

  - The open amount is zero.

- Removes Accounts Payable payment summary information from the Accounts Payable Matching Document table if the payment date of a record is on or before the payment date that is set in a processing option.

- Removes all drafts that have not yet been paid.

  The system removes all drafts because the draft document type P1 does not have a GL date or an open amount. To prevent this from happening, use the data selection to exclude documents with document type P1 and pay status D.

- Copies purged records to the following tables:

  - F0411P (Purge - A/P Ledger)

  - F0413P (Purge - A/P Matching Document)

  - F0414P (Purge - A/P Matching Document Detail)

  For reporting purposes, you can keep these tables on your system or copy them to another medium. If you keep them on your system and you purge again, the system adds newly purged records to the existing tables.

  Important! Do not purge Accounts Payable ledger information that might be needed by other systems, such as the JD Edwards EnterpriseOne Procurement system.

System Administrator Responsibilities

The system administrator is responsible for several tasks that are related to purging Accounts Payable records:

- After you purge Accounts Payable records, contact your system administrator to reorganize the files.

  This records the remaining records, maximizes system disk space, speeds system processing, and rebuilds the table indices.

- When you purge Accounts Payable records, the system does not purge the associated journal entries.

  Contact your system administrator to develop a plan to purge the F0911 table.

- To remove the tables of purged records from your system, contact your database administrator.

#### Prerequisites

Before you complete the tasks in this section:

- Back up the F0411, F0413, and F0414 tables.

- Update YTD voucher amounts.

  See Verifying YTD Voucher Amounts.

### Purging Closed AP Records

This section discusses how to:

- Run the Purge Closed A/P Records program.

- Set Data Selection and Sequence for Purge Closed A/P Records.

- Setting processing options for Purge Closed A/P Records (R04800).

#### Running the Purge Closed A/P Records Program

Select A/P Advanced & Technical Operations (G0431), Purge Closed A/P Records.

#### Setting Data Selection and Sequence for Purge Closed A/P Records

You should follow specific guidelines for data selection and data sequence for the Purge Closed A/P Records program.

Data Selection

To prevent the system from purging recurring vouchers, set the Number of Payments equal to ZERO.

To prevent the system from purging drafts that have not yet been paid, exclude documents with document type P1 and pay status D.

Data Sequencing

To avoid unpredictable results while purging, do not change the following data sequence:

1. Document company

2. Document number

3. Document type

#### Setting Processing Options for Purge Closed A/P Records (R04800)

Processing options enable you to specify the default processing for programs and reports.

Select

1. G/L Purge Date | Specify a GL date for the system to use when determining which records to purge from the F0411, F0413, and F0414 tables.