Purge Criteria - Payables Transactions

When you select all desired options in the Purge wizard and then start the purge process, the wizard analyzes whether individual transaction and maintenance records can be deleted based on a number of criteria. This topic describes the criteria that determine when payables transactions will not be purged.

Purchase Orders

A purchase order is retained if one of the following is true:

1. The transaction date is greater than the purge-through date.
2. The purchase order is still open.
3. The purchase order good-through date is greater than the purge-through date.

Purchase Transactions, Including Vendor Credit Memos and Beginning Balances

A purchase transactions is retained if one of the following is true:

1. The transaction date is greater than the purge-through date.
2. The transaction is not fully paid—that is, there is still a net amount due, either negative or positive.
3. The transaction has been paid by a payment that cannot be purged.
4. The transaction has been paid by a vendor credit memo that cannot be purged.
5. The transaction is a vendor credit memo that pays a purchase that cannot be purged.
6. The transaction is related to a job that cannot be purged.
7. The transaction uses a general ledger account that requires reconciliation AND the transaction has not been reconciled.
8. The transaction is related to a purchase order that cannot be purged.
9. The transaction was reconciled after the purge-through date.

Payments and Prepayments

A payment is retained if one of the following is true:

1. The transaction date is greater than the purge-through date.
2. The transaction date is greater than the end date of the closed payroll tax year.
3. The transaction applies to a purchase invoice, vendor credit memo, receipt from a vendor, or prepayment that cannot be purged.
4. The transaction relates to an unpurged purchase order.
5. The transaction relates to a job that cannot be purged.
6. The transaction uses a general ledger account that requires reconciliation AND the transaction has not been reconciled.
7. The transaction is a prepayment that has not been fully applied—that is, the remaining amount is not equal to zero.
8. The transaction is a prepayment that applies to a receipt that cannot be purged.
9. The transaction was reconciled after the purge-through date.

Vendor Refunds

A refund is retained if one of the following is true:

1. The transaction date is greater than the purge-through date.
2. The transaction is not fully applied—that is, there is still a net amount due, either negative or positive.
3. The transaction relates to a receipt that cannot be purged.
4. The transaction uses a general ledger account that requires reconciliation AND the transaction has not been reconciled.
5. The transaction was reconciled after the purge-through date.

Published: March 11, 2019
© 2019 The Sage Group plc or its licensors. All rights reserved. Privacy Policy | Copyright/Trademarks