Running a contract cleardown process

In the Contract Cleardown (RCC) you can report and/or deletes contract lines that require clearing. It can also be used to delete the contract headers if all the lines are deleted. The report contains contracts with details removed.
Note: This function can irreversibly delete contracts and contract lines. Create a backup of the data before running this function. Also, use the Report Only mode first.

Before you clear a contract line, you must set up a contract line in the Contract Setup (RCS).

  1. Access SunSystems.
  2. Specify RCC in the search field and select Contract Cleardown (RCC).
  3. Specify this information:
    Filter Name
    Specify RICC filter type to select the contract lines for deletion.
    Format Code
    A code to uniquely identify the document format. Use the RICC document format or create your own document format.
    Select By End Date or Last Charge Date
    Select contract details to be deleted by date. The date can be either the End Date (E) or the Last Charged Date (L).
    Date Range
    Select the date range for contract lines to be considered for deletion. This is either the End Date (E) or the Last Charged Date (L), depending upon the setting above. Select beginning date in the From field and end date in the To field.
    Status
    Each static data record contains a status code that determines the current processing status of the record:

    • Open - this status is set automatically when you add a new record, for example, if you create a new account. Open items are available for input, inquiry, processing and reporting.

    • Hidden - a record with a hidden status does not appear on any inquiries but is available for input, processing and reporting.

    • Suspended/Held - a suspended record.

    • Closed/Completed - a closed record cannot be used for input or processing. For example, you cannot post transactions to a closed account or analysis code.

    A status is assigned to each static reference record, for example to every account, asset, customer and supplier. It determines the current processing status of the record. You can alter the status of a record at any time. You must use the options on the Action menu to change the status.

    It is recommended for the From and To status to be the same.

    Report Only
    Select the check box to produce a report only without any deletion of contract lines.
    Delete Headers
    Select the check box to delete contract headers where all lines have been removed.
    Print Options Summary
    Select the check to print options used for the report as the first page of the report.