Re: ACP PURGE

[vincent.byrne@xxxxxxxxxxxxxxx]

Tony
The comments in my earlier e-mail were based on my undertanding of ACP900
from the helptext available, including what you quoted and also additional
helptext as follows:-

Invoices and payments tracked through Cash Management (having
a draft payment type) are not purged until the draft is collected
and reconciled (reconciled = draft payment status 99).  However, if
the "Purge Unreconciled Payments?" parameter on the first panel of
this program (ACP900-01) is set to Y, then any records of
unreconciled payments (of draft payment types or other payment
types) will be purged through this program as long as the invoice
has been fully paid.  (In other words, if an invoice has been fully
paid but the payments themselves have not been reconciled through
Bank Statement Posting - ACP710, then the record of these payments
will be purged.  You will not be able to perform the Bank Statement
Posting for these payments after this point.)
Once all payments relating to an invoice qualify for deletion, the
invoice itself qualifies for deletion.  It will be deleted through
this program.

However we have not run ACP900 for many years because of the 999 days
limitation in ACP180. We wish to retain the ACP data online for 6 years but
now we have data older than 6 years which we cannot remove using Standard
ACP900 because of the 999 days limitation. Outstanding BMR 16250 relates to
this.

However your solution provides a perfect workaround.
I have just carried out a test by updating for a range of records
AHM/AMHSTS with R Status.
The test worked perfectly without any need to update the following:
AHM/AMHCDA     Date Cashed
AHM/AMHCAM     Amount Cashed
ABR/ABSTS Status

Thanks for this very valuable tip.


Vincent





"Tony Cregg" <tony.cregg@essmail.co.uk>@midrange.com on 21/01/2002 12:54:19

Please respond to bpcs-l@midrange.com

Sent by:  bpcs-l-admin@midrange.com


To:   <bpcs-l@midrange.com>
cc:
Subject:  Re: ACP PURGE


This option also appears through to version 6 as well.

However, the description is misleading to say the least!

>From the help text:

"....An unreconciled payment is a payment for which the
amount paid differs from the amount cleared by the bank--as recorded
when you run Bank Statement Posting (ACP710).
The payments themselves are not purged, simply the record of their
"unreconciled" status.  Any
unreconciled payments thus purged will no longer be available for bank
reconciliation through the Bank Statement Posting program - ACP710."

"Unreconciled" in this case does not refer to status 'Active', so the
status
must be 'R' (reconciled through bank statement posting) before it is
eligible for purging.

I should add that I do not think the ACP710 program the most simple to use
when you have a large volume of data.  At some clients, we utilise some
simple SQL updates to flag payment header records as status 'R' if they are
beyond an agreed cut-off date.  The standard BPCS ACP900 will then purge
related invoice records, etc..

Tony Cregg

Edinburgh Systems Support Ltd
Head Office:
44 Walkington Drive
Market Weighton
York
YO43 3NR

Mobile:  + 44 (0) 7803 116 258
Email address: tony.cregg@essmail.co.uk
Personal: tony@cregg.freeserve.co.uk
Web page:  www.essmail.co.uk



----- Original Message -----
From: <vincent.byrne@ah.novartis.com>
To: <bpcs-l@midrange.com>
Sent: Monday, January 21, 2002 11:59 AM
Subject: Re: ACP PURGE


>
> Don't know about other versions but in BPCS CD when you are running
ACP900
> you have the option
>
> Purge Unreconciled Payments?             (Y/N)
>
> You do not therefore have to  use the Bank Statement Posting and
> Reconciliation functionality if you do not wish to.
>
> In our case we would prefer to retain the ACP information online for
longer
> but the max 'Number of Days to Retain Data'  in ACP180 is 999 which is
less
> that 3 years.
>
>
>
>
>
>
>
>
> "Tony Cregg" <tony.cregg@essmail.co.uk>@midrange.com on 19/01/2002
21:52:33
>
> Please respond to bpcs-l@midrange.com
>
> Sent by:  bpcs-l-admin@midrange.com
>
>
> To:   <bpcs-l@midrange.com>
> cc:
> Subject:  Re: ACP PURGE
>
>
> ACP month-end will only purge ACP invoices if the payment has been "fully
> reconciled" (i.e. processed through Bank Statement Posting ACP710).
> The payment will then be status 'R'.
> Only then, will ACP900 check if the payment and/or invoice satisfies the
> history days parameter in ACP application control, etc..
>
> Hope this helps
>
> Tony Cregg
>
> Senior BPCS Consultant
> Edinburgh System Support
>
> ----- Original Message -----
> From: "Cesar C. Iracheta Mata" <iracheta@wyny.com.mx>
> To: <bpcs-l@midrange.com>
> Sent: Friday, January 18, 2002 8:11 PM
> Subject: ACP PURGE
>
>
> > Hi all,
> >
> > I want purge all my information of ACP module(Vendor invoices,
Payments,
> > checks, transfer, etc).
> >
> > I have ACP information from 1999 to 2001 and  need have only vendors
due,
> > not history.
> >
> > I did month close and annual(2001) in ACP and not purge nothing.
> >
> > What is the process for to purge my invoices, checks, transfer?
> >
> > Please help me.
> >
> > I have BPCS 6.04 mm
> >
> >
> >
> > Regards,
> >
> > Cesar Iracheta Mata
> > Suelas WYNY
> > MEXICO