Deleting transactions

To manage the size of your cash management database, and to minimize the number of records you need to sort through when selecting data, you can delete historical transactions and records from cash management files. You cannot inquire or report on information once it has been deleted. Use this procedure delete historical bank transactions.

  1. Access History Purge (CB300) to delete historical bank transactions, bank fund transfers, cash receipt deposits, and bank statement periods from Cash Management database files and archive the records to a .csv file.
  2. Use these guidelines to specify the field values:
    Cash Code or Cash Code Group

    Specify or select a valid cash code or cash code group that represents the bank account(s) that have the historical transactions and records you want to purge.

    Archive Bank Transactions

    Select Yes to delete bank transactions that are reconciled, voided, or stopped payment on, and archive the records to a .csv file. Select No to delete the transactions without archiving.

    Cutoff Date

    This field will delete reconciled, voided, and stopped payment transactions with a transaction date on or before the date defined.

    Transaction Type

    Select a transaction type to limit the transactions to be deleted and archived to those assigned a specific type of bank transaction code.

    Transaction Code

    Select a transaction code to limit the transactions to be deleted and archived to those assigned a specific transaction code.

    Archive Bank Transfers

    Select Yes to delete bank transfer records that have been released and archive the records to a .csv file. Select No to delete the records without archiving.

    Cutoff Date

    This field will delete released bank fund transfers with a transfer date on or before the date defined.

    Archive Cash Receipt Deposits

    Select Yes to delete cash receipt deposit records that are released and archive the deleted records to a .csv file. Select No to delete the records without archiving.

    Cutoff Date

    This field will delete released cash receipt deposits with a deposit date on or before the date defined.

    Archive Bank Statement Periods

    Select Yes to delete bank statement period balance information and archive the deleted records to a .csv file. Select No to delete the records without archiving.

    Cutoff Date

    Bank statement period balance information with a period ending date on or before the date defined will be deleted.

    Archive CB Payments

    Select Yes to delete Cash Management payments and archive the deleted records to a .csv file. Select No to delete the records without archiving.

    Cutoff Date

    For cancelled (record status 4) payments, the program will purge records using the post date. For voided and historical payments, the program will purge records using the check date.

    Archive CB EFT Extracts

    Select Yes to delete Cash Management EFT extract records and archive the deleted records to a .csv file. Select No to delete the records without archiving.

    Cutoff Date

    This field will delete EFT extract records with a date on or before the date defined.

    Archive CB Return Payments

    Select Yes to delete Cash Management return payment records and archive the deleted records to a .csv file. Select No to delete the records without archiving.

    Cutoff Date

    This will delete return payment records with a date on or before the date defined.

  3. Use the Reconciliation Statements tab to archive and delete reconciliation statements. Use these guidelines to specify the field values:
    Archive Reconciliation Statements

    Select Yes to delete reconciliation statements and archive the deleted records to a .csv file. Select No to delete the records without archiving.

    Cutoff Date

    Use this field to define the dates on which statements you want to delete.

    Note: This program permanently deletes data. You can no longer inquire or report on the bank transactions, bank fund transfers, cash receipt deposits, or bank statement period information you delete. Before you run this program, back up your data according to your organization's procedures. Consider running Bank History Report (CB220) for a detailed listing of the transactions you are deleting.