Summary

This document covers the steps required for purging or deactivating vendors. A vendor may not be purged when there is calendar year history, open checks in bank reconciliation or open purchase order line items. Use caution with the purge dates. Vendors with current fiscal year history can be purged when the fiscal year is different from calendar year.

Once the vendors are purged they are deleted from general ledger history. The transactions that were attached to the vendor will display PURGED in place of the vendor’s name. The balance of the information will remain intact in the general ledger.

Step by Step

1     Create a Purge Vendors batch.

• Open the Purge Vendors new batch window (AP> Purge Vendors> New).
• This will expand the Purge Vendors palette and display the steps of the batch process.
• Modify an existing batch or create a new Purge Vendors batch.
  • The Purge Vendors process is a single batch process, meaning you can process only one batch at a time. If there is an open batch in the process, you will not be able to create a new batch. If you would like to create a new batch, you can either delete the existing batch (highlight the batch in the batch number drop-down at the top of the Purge Vendors palette and press DELETE), or you can reset the steps on the palette by returning to the first step of the process. If you return to an earlier step of the process, all of the information in the previous batch will be overwritten.
  • Select New from the Invoices batch number drop-down menu to create a new batch. This will open the New Batch window.
  • Enter a Batch Month and Batch Year. These fields default to the current calendar period and are for reference only.
  • Click the Generate icon to populate the Batch Number field with the next available batch number. Batch numbers are limited to five digits and must be unique within the batch month of the batch year.
    • You can also manually create a new batch by entering a Batch Number and clicking the Save icon.

2     Select the Vendors to purge.

• Open the Purge Vendors window (AP> Purge Vendors> Purge Vendors).
• Enter a date in the Activity Date field to filter the vendors in the window by their last activity date.
• The Vendor Type drop-down menu is used to filter the displayed vendors by type. Select All, Permanent or Temporary.
  • You can assign vendors a temporary type on the Vendor Maintenance window (AP> Maintenance> Vendor> General tab> Type field). When vendors are created they are set up as permanent vendors by default.
• Vendors can be Purged or Deactivated. All vendors processed in the same batch will be treated the same. Select which action you would like to perform on the vendors in the Action drop-down menu.
  • Deactivated vendors have their Status field changed to Inactive (AP> Maintenance> Vendor> General tab> Status field). If a vendor has an inactive status, that vendor will not display in the vendor selection windows when creating a purchase order or requisition. You will also not be able to process invoices on inactive vendors.
• Click the Refresh icon to filter the displayed vendors by the specified filter criteria.
• The window will filter out vendors that have open purchase orders and can therefore not be purged.
• If a vendor is not associated with an issued check, the Check Date column will be blank.
• Check the Selected toggle for each vendor you would like to include in the batch.
  • Use the Select All and Deselect All toggle to select or deselect all of the displayed vendors.
• Click the Save icon when all of the desired vendors are selected.

3     Print the Purge Proof List.

• Open the Print Proof List window (AP> Purge Vendors> Purge Proof List).
• Click the Print icon   to process the report immediately or enter a date and time in the field next to the Print icon to schedule the report to generate at a later time. You can view the progress of the report on the Job Viewer window (SS> Utilities> Show Scheduled Jobs).
  • Click the Print icon drop-down menu and select Print Preview to preview the report before printing.
  • Click the Print icon drop-down menu and select Excel to export the report data to an Excel spreadsheet as unformatted data.
  • Click the Print icon drop-down menu and select Excel (Formatted) to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
  • Once the report is generated, you can also display the report using the View Reports window (SS> Utilities> View Report).
• The Purge Proof List will display the Vendor Number, Vendor Name, Phone Number, Primary Contact name, Date of Last Check and whether the vendor was temporary or not.

4     Commit the Purge Vendors batch.

• Open the Batch Commit window (AP> Purge Vendors> Commit Purge).
• Click the OK button to commit the batch.
• Once vendors have been included in the Purge Vendors process, they will not display in the Vendor Master Search window (AP> Maintenance> Vendors) unless you check the Include Vendors Selected for Purge toggle on that window. When this toggle is checked, all purged vendor history will be displayed under the PURGED vendor name.