USAS

The purge program will base the majority of tests on the check records. If the check is voided or reconciled, and is prior to the date entered by the system manager, the check along with all the associated transactions (purchase orders and invoices) will be deleted.

The program will also delete requisition and accounts receivable records.

Examples of records that will be purged are:

Examples of records that will remain on file:

Below are steps to ensure a district's USAS files are cleaned up and ready for a purge:

Run a CHEKPY report with the below check types, check status of O= Oustanding, and no dates:

    1. Reconcile all checks with the above types if they have cleared the bank and clean up any older checks
      1. I = Investment,
      2. P = Payroll/clearance
      3. R = Refund
      4. T = Transfer
      5. W = Warrant 
  1. Run an oustanding PODETL and check for any old purchase orders that you know the district will not being making payments on and should be closed out.
    1. Invoice and cancel appropriate purchase orders. 
  2. IF on EIS.....Clean up EIS Pending file
    1. add items to EIS or delete from pending screen
  3. IF using ARF...check for any outstanding billings where you know no payment will be made on it and delete or cancel them.

 USPS

Below are steps to ensure a district's USPS files are cleaned up and ready for a purge:

Reconcile all payroll and deduction checks

  1. Run AUDRPT, choosing 'O' for Official Report.