The purge task has two options:
  • Preliminary - After you enter the selection, the invoices are reviewed and the purge candidates are reports.  The preliminary task does not purge invoices and it can be performed as often as you like.
  • Final - After you enter selection criteria, the invoices are reviewed and those with no activity are purged.
You should always create a backup of the database before any purging process.  All users will need to be signed out of Accounts Payable. Also, it is best to Clear AP Flags before the following steps.

To purge paid invoices:
  1. In Accounts Payable, go to Maintenance, Purge Paid Invoices.
  2. In field 1, entering 'Y' will produce the preliminary OTPUR report for the paid invoices that meet the criteria.  Entering 'N' will delete the paid invoices meeting the selection criteria and produce the OTPUR report.  We strongly suggest that your produce a preliminary report and review the selected invoices before purging them permanently from your system.
  3. The 'From Stage' is always the reconciled stage.
  4. In the Before field, enter the date to include all invoices reconciled on or before this date (not invoiced on or before this date).   Date format must be mm/dd/yy.
  5. In the Report Ref field, select a reference to sort the invoices on the report. The default is A = obligation.
  6. Type 0 and press ENTER to accept your entries.
  7. Type Y to file the purge report OTPUR or type N to print the report directly to your printer.
  8. Open Print Manager and review the OTPUR report.
  9. If the invoices to be purged are correct on the OTPUR report, repeat steps 1-6 with selecting 'N' for the Preliminary entry in step 2.  When you do a final purge of paid invoices, the purge information is appended to the OTPUR report.
  10. After you purge your paid invoices, you must rebuild the OTI and OCD files.

To rebuild the OTI and OCD files:

1. Make sure there is a good backup and that everyone is out of FundWare.
2. Select File, select Open FundWare.
3. Verify that 00 System Administration appears in the drop down box, click OK.
4. Select System Administration, select System Utilities.
5. Enter the following in the Execute Program portion of the screen:

       Program Name            AFW800
       Switches                <blank>
       Parameters              AFW807
       Business Date           Use today's date
       Division                Select the appropriate division.
       Click Run.

6. Hit enter at the blue screen.
7. The DOS prompt appears.

(In the following steps, instead of ##, type in your 2 digit division number)

8. Type:  rename  ##oti*.*  xxoti*.*  (press enter)
9. Type:  exit  (press enter)
10. In the menu bar, select System Administration, select System Utilities. 
11. Enter the following in the Execute Program portion of the screen:

        Program Name: OTS990
        Switches: Leave blank
        Parameters: Leave blank
        Business Date: Use the today's default date    
        Division:  Select the appropriate division

12  Click Run.
13  Type 'Y' to or press ENTER to begin the task.  When the task is complete, you will return to the System Utilities window.
14.  In the Execute Program area, enter the following:

        Program Name: OTS906
        Switches: 3
        Parameters: Leave blank
        Business Date: Use the today's default date    
        Division:  Select the appropriate division

15.  Click Run.
16.  Type 'Y' to or press ENTER to begin the task.  When the reposting is complete, press ENTER to return to System Utilities. 
17.  In Division Maintenance, select the appropriate division and click Clear AP Flags.
18.  Close System Administration.
19.  In Windows Explorer, browse to the FundWare/7.xx/Bin folder and locate the APCheckMaint.exe file.
20.  Double-click the APCheckMaint.exe file.
21.  Select the correct division in the drop-down list.
22.  Click Start.  When the process is complete, a message displays.
23.  Click Exit.