Open Item/Payment Purge

The Open Item/Payment Purge Program deletes open items from the following files: 

·     Open Item Header

·     Open Item Detail

·     Comment

·     Payment Header

·     Application

Before an item can be deleted, it must meet the following criteria:

·     For an invoice, the status must be closed.  To be considered closed, the invoice must be fully paid.  No payments matched to the item can be outstanding (status code 3).

·     For a voided payment, the status must be reconciled.

·     For a payment, the status must be reconciled.  If the status is reconciled, both the payment and its associated invoices are deleted.  If an open item was partially paid by one check that has been reconciled and partially paid by another check that has not been reconciled, neither the invoice nor the reconciled check will be purged. 

·     The accounting date on the item must be less than the purge cutoff date.  The cutoff date is specified on Reference File category 207.

Before running the Open Item/Purge Program, you should perform the following steps:

a.   Clear any payments through the Clear Payment Entry Conversation.  To clear a payment enter a status of C (cleared) and a cleared date.

b.   Reconcile the payments using the Bank Reports Selection Conversation.  You must choose the option for a final/post bank reconciliation.  This batch job submits the bank reconciliation reports and updates the payment status to 'R'.  Before final posting, you should perform a trial post and resolve any issues.