Purging data

To manage the size of your Accounts Payable database, and to minimize the number of records you need to sort through when selecting data, you can delete historical transactions and records from Accounts Payable files. You cannot inquire or report on the information these programs delete. Use this procedure to purge historical and archived data.

Purge data

  1. To create listings of the data you are deleting, run Bank Account Payment History (AP255), Vendor Payment History (AP270), and Invoice Distribution History (AP275).
  2. Use Invoice and Vendor History Purge (AP300) to purge invoice, vendor, and comment records from the application.
  3. Specify this information:
    Purge Invoices

    Select Yes to purge historical invoices. Employee advance and expense records that meet your parameters are also purged. Invoices that are 1099 reportable and are within the current year will not be purged.

    Purge One-Time Vendors

    Select Yes if you want to purge one-time vendors for the company vendor group. All transactions created for the company and the one-time vendor are purged.

    Purge No Activity Vendors

    Select Yes if you want to purge vendors with no activities.

    Purge Vendor Comments

    Select Yes if you want to purge vendor comments.

    Archive if Purging

    If you selected Yes in one of the purge fields, specify whether to archive the data. Archived records are moved to a CSV file. The path name is A subdirectory is created based on the table name.

    $LAWDIR/ productline /work (for UNIX)

    %LAWDIR%\ productline \work (for Windows)

    LAWDIR/productline /work (for IBM i)

    Cutoff Date

    All data that is no longer effective on or before the date you define are deleted. Payment, invoice, and distribution records must be at least two years old to be purged.