Purge Criteria - Receivables Transactions

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Purge criteria - inventory item transactions

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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 receivables transactions will not be purged.

Quotes

An unconverted quote is retained if one of the following is true:

  1. The transaction date is greater than the purge-through date.
  2. If the quote includes a good-through date and the good-through date is greater than the purge-through date.

A converted quote is retained if the following is true:

The sales order, proposal, or invoice that it was converted to is retained.

Sales Orders

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

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

Sale Transactions, Including Credit Memos and Customer Beginning Balances

A sale 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 receipt that cannot be purged.
  4. The transaction is related to a job that cannot be purged.
  5. The transaction has been paid by a credit memo that cannot be purged.
  6. The transaction is a credit memo paying an invoice 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 sales order that cannot be purged.
  9. The transaction is related to a ticket (Sage 50 Premium Accounting and higher)that has not been purged.
  10. The transaction is voided and either the original sale or the related void transaction cannot be purged. In this case, both transactions are retained.
  11. The transaction was reconciled after the purge transaction.

Receipts and Prepayments

A customer receipt is retained if one of the following is true:

  1. The transaction date is greater than the purge-through date.
  2. The transaction applies to a sales invoice, credit memo, payment to a customer, or a prepayment that cannot be purged.
  3. The transaction relates to a job 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 is a prepayment that has not been fully applied—that is, the remaining amount is not equal to zero.
  6. The transaction is a prepayment that applies to a receipt that cannot be purged.
  7. The transaction was reconciled after the purge-through date.

Customer Refunds

A customer 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
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