Using Global Utilities -- Purging

Once the sub ledger is reconciled to the G/L Accrual Account, you should systematically purge the sub ledger to prevent these files from becoming too large.  There is a purging function for the A/P and P/O Reconciliation Files and also for the A/P and P/O Reconciliation History Files.

When purging reconciliation files, the system will prompt you for a cutoff date.  Any data before this date will be purged from the A/P and P/O Reconciliation files and written to, (updating), the A/P and P/O Reconciliation History Files.

When purging reconciliation history files, the system will display a window prompting you for the cutoff date.  Any data before this date will be deleted from the A/P and P/O Reconciliation History Files. 

Re-Apply Function

After you print the Outstanding Report, there may be certain A/P transactions that should be applied to a P/O receiving transaction.  This may happen when A/P Vouchers are posted prior to the P/O receiving.  Although the net balance will match after the P/O receiving has been posted, you must Re-apply these outstanding transactions to match-up A/P and P/O so that they can be purged to prevent your sub ledger from becoming too large and making reconciliation a difficult task.  This is a necessary house-cleaning job at Period End Closing.

Re-apply function: Elliot Main Menu à Distribution à Purchase Order & Receiving à Processing à Reconciliation Processing à Processing à Reapply P/O

Reset Allocation of Reconciliation Files for A/P and P/O 

When entering an A/P trx, the system will allocate P/O quantity reconciliation records to prevent other A/P transactions from using them again.  In case of data corruption, i.e., when an A/P trx has been deleted and the P/O trx not de-allocated thereby preventing the user from using the allocated P/O trx’s, we have provided a utility to rebuild and reset allocations based on the data in A/P trx and P/O receiving trx.

Reset Allocation: Elliot Main Menu à Distribution à Purchase Order & Receiving à Processing à Reconciliation Processing à Processing à Utility à Reset Allocation

Speedy Voucher Processing

When processing an AP Voucher to Purchase Order Receiving, you to distribute every applicable P.O. line item during the Voucher entry.  If you have enabled the A/P Global Control Receiving Account Reconciliation feature, the Speedy AP Voucher Processing feature allows you to enter a voucher and reference it to a P.O. receiving.  Once referenced, the system will automatically distribute each line item for you and, as an added bonus, greatly speed up voucher processing. 

Using Speedy Voucher Processing

Pressing the F1 Key brings up a window, (Figure 2A.25), with the Rcv-Date and Invoice Amt.  Select the transaction that matches your P.O. Amt. and complete the rest of the Voucher header screen.  When the header screen is completed, the system will distribute all the line items from the receiving date selected and take you to a new line distribution screen.

NOTE:  When distributing an A/P vouchers or line items, you can abort (delete) the entire voucher by pressing the F5 key.  To delete a line transaction, enter $0.00 in the amount field.

Speedy Voucher Processing Exceptions

Figure 2A.29

Figure 2A.30