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    Open or create a 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 Purge Vendors 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 by clicking the Delete icon   on the batch tile or you can reset the steps on the process by returning to the first step of the process. All of the information in the batch will be overwritten.
• If there are no open batches in the process and you would like to create a new batch, click the Create New Batch button. This will open the New Batch view. The batch number, batch month, and batch year of the batch will not affect the transactions cleared in the process. The batch information is for reference purposes only.

2     Open the Batch Overview page.

• The Batch Overview page provides a general overview of the selected batch.
• The left navigation menu displays all the steps in the Purge Vendors process.
• In the main section you'll see information about batch steps that are currently processing, next available batch steps, and the last completed batch step.
  • Batch steps that are currently processing will display a blue indicator bar to alert you that the step has not yet completed.
  • Once the preceding batch step is complete, the next available batch steps will be enabled and you can select the next step you would like to run.
    • While some batch steps are optional, any batch step that includes the Required tag   must be completed before the batch is allowed to proceed through to the Commit step.
• The Batch Outputs section on the right will display any reports or exports that have already been generated in the Purge Vendors process.

3     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 Search button 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 Last Check column will be blank.
• Check the toggle for each vendor you would like to include in the batch.
  • Use the toggle in the header row to select or deselect all of the displayed vendors.
• Click the Submit button when all of the desired vendors are selected.

4     Print the Purge Proof List.

• Open the Print Proof List window (AP> Purge Vendors> Purge Proof List).
• Once the required report settings have been specified, click the Print button   to print your report.
• Click the options arrow on the right side of the Print button to see other print options.
  • Select Send PDF to Job Viewer to print the report in the default Springbrook format.
  • Select Send Excel to Job Viewer to export the report data to an Excel spreadsheet as unformatted data.
  • Select Send Excel (Formatted) to Job Viewer to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
• Click the Schedule icon next to the Print button in order to schedule the report to generate at a later date and time.
  • Enter a Date and Time to generate the report and click SUBMIT.
• 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.

5     Commit the Purge Vendors batch.

• Open the Batch Commit window (AP> Purge Vendors> Commit Purge).
• Click the Commit 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> Vendor Search) 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.