Paid Invoice Purge (AR87)

The Delete Paid-Off Invoices (AR87) program purges all open items that have an outstanding balance equal to zero as of the entered Purge date. This includes Invoices that are fully paid, Credit Notes or payments on account that have been fully applied to an Invoice, any open item whose balance has been adjusted to zero (e.g., written off), etc. The entered deletion date must be prior to the current period open in Accounts Receivable.

The items purged are the open items viewed in the Customer Inquiries (SU45/C3-Account Detail). This program does not delete the payment history that is viewed in SU45/C4-Payment History, which means that you can run AR87 on a timely basis to housekeep the volume of details displayed in folder C3 without sacrificing the ability to find out when or how an item was paid off.

The frequency and timing of running this program vary from site to site.

• Some people prefer to run this program each month end up to the last closed period, leaving 1 month of zero-balance items on file. This is useful if a check is returned NSF because the paid-off Invoice is still available and the balance can simply be reinstated.

• Some people prefer to run this program each month end up to the period being closed (in which case AR89 is run to close the current month and then AR87 is run).

• Some choose to run this program each month end but the deletion date is 6 months prior or 12 months prior or whatever length of time satisfies their need for history in the SU45/C3 folder.

• Still others choose to never run this program, which is not a problem but over time will cause display delays in SU45/C3 folder.

If paid-off items are not purged, they can be suppressed from printing on the Overdue Analysis Report (AR83), Aging Report (AR84) and Customer Statement (AR85) by choosing the "Skip Zero Balance Items" restriction in those programs.

AR87 also performs the following functions:

• Performs an internal diagnostic on the Memo Account Balance value that is stored in the Customer's master file record. Every time an open item or payment is posted to a customer's account, the Memo Account Balance is also updated. This value is displayed in SU45/C2-Account Summary folder and in the 'Total' box in SU45/C3-Account Details folder and is used for checking 'credit limit exceeded' when new Orders are entered. AR87 ensures that the Memo Account Balance is equal to the sum of all open items. If an out of balance does exist, it will manifest itself in the C3 folder because the Aged Balances at the bottom of that folder will not add up to the Account Balance. Then next time AR87 is run, that discrepancy will be corrected.

• Note: To correct the discrepancy immediately, you can do a "dummy" run of AR87 by entering the New Purge Date equal to the date of the last purge (which is displayed by the program). Nothing will be purged but the diagnostic is performed.

• Checks for the following conditions and marks the customer record accordingly:
  • Short-paid Invoices and Debit Memos.
  • Unclaimed Credits.
  • Payments on Account.

The following list defines every field in AR87:

• Last Closing Date - displays the last AR closing date. This field is for information purposes and cannot be edited.

• Purged up to - displays the date on which the last purge (AR87) ran. This field is for information purposes and cannot be edited.

• New Purge Date - enter or select from the query the deletion date to which paid off Invoices will be purged. All Invoices paid off on or before the date entered will be deleted. You will not be able to back date agings prior to the Purge Date entered in this field. Note: The purge date may be equal to or prior to the date of the last closed period.

Button Label	Icon	Functionality
Start		Starts the purge routine which deletes Invoices paid off on or before the date entered in the 'New Purge Date' field.

^{Delete Paid-Off Invoices (AR87)}