The Purge Closed
Purchase Orders function deletes fully received, invoiced, or canceled orders.
Those Purchase Orders that maintain an order status set of C, may also be
deleted by this application. You may optionally delete orders that are not
formally closed (have not had their order status changed to C), but which are
eligible to be closed. This application also allows the deletion of
disapproved orders that were never printed.
During the
deletion process, the program posts historical information about the order to
the Vendor file and the Purchase Line History file. This information is later
accessed to produce the Vendor Performance Analysis Report and the Purchase
Line History Report.
Select
Purge Closed Purchase Orders from the pull down P/O Processing window. The
following screen will then be displayed:

The
following options are available:
* Select
the Purge mode from the Purge Closed Purchase Orders menu bar
* Enter
the range of order numbers to be considered for deletion and other pertinent
information.
To return to the menu bar, press the ESC or F10
key. To leave this application, press X for EXIT when positioned at the menu
bar.
Entry Field Descriptions
Name
|
Type
and Description
|
1. Starting PO Number
|
6
numeric digits followed by 2 numeric digits (999999‑99).
Enter the purchase order
number of the first purchase order that is to be included among those considered
for deletion. Enter the 6‑digit purchase order number followed by the
2‑digit release number.
Defaults
to All.
|
2. Ending PO Number
|
6
numeric digits followed by 2 numeric digits (999999‑99).
Enter the purchase order
number of the last purchase order that is to be included among those
considered for deletion.
Defaults
to the starting number's value.
|
3. Starting PO Date
|
A
date in the standard date format.
Enter the earliest purchase
order date that will qualify an order to be included among those considered
for deletion.
Defaults
to All.
|
4. Ending PO Date
|
A
date in the standard date format.
Enter the latest purchase
order date that will qualify an order to be included among those considered
for deletion.
Defaults
to the starting date's value.
|
5. Delete Open
Orders Eligible for Closure ?
|
Y or
N.
Answer Y if you wish the
program to automatically delete orders for which all line items are either
canceled, fully received and invoiced, or fully received and the Close PO's
Not Fully Invoiced Flag in P/O Setup is Y. If the order is qualified to have
its status set to C, it will be selected for deletion when you answer Y.
Answer N if you do not wish the program to delete such orders.
Defaults
to N.
|
6. Delete Open Orders
Not Yet Printed ?
|
Y or
N.
Answer Y if you wish the
program to automatically delete orders with a status of U or R. This
capability enables you to delete orders that were entered but which were not
approved for release and consequently have never been printed. You must be
careful to enter a range of order numbers and date, in such a manner that you
will not inadvertently delete valid orders that simply have not been printed
yet. Answer N if you do not wish to have such orders deleted.
Defaults
to N.
|
2
Purge Closed Purchase Orders
Screens