This option clears all fully paid documents that fall within the criteria specified on the selection screen from the Purchase Ledger archive transaction file.
To clear archived documents:
From the Autoline Master menu select the Purchase Ledger option and the Company you require.
The PURCHASE LEDGER menu is displayed.
Select Miscellaneous options.
The PL MISCELLANEOUS OPTIONS menu is displayed.
Select the Clear archived documents option.
The Clear Archived Documents form is displayed.
The Clear archived documents form is displayed when the Clear archived documents option is selected from the PL MISCELLANEOUS OPTIONS menu, in which you define your selection criteria for clearing documents.
Warning: Care should be taken in using this option because it could affect the printing of statements and/or the production of retrospective age analyses.
The following radio buttons are available and are used according to the mode you want to use to clear archive documents.
| All or Range of accounts: | When this mode is selected, the Account From and To fields are enabled, and the Account codes group box at the bottom of the form is disabled. This is because in this mode you are going to clear archived documents for all accounts if the From and To fields are left blank. Alternatively it only applies the clearing to the range of accounts entered in the From and To fields. |
| Inclusion list: | When this mode is selected, the Account From and To fields are disabled, and the Account codes group box at the bottom of the form is enabled. This is because in this mode you are only going to clear archived documents for the accounts stated in the Account codes group. |
| Exclusion list | When this mode is selected, the Account From and To fields are disabled, and the Account codes group box at the bottom of the form is enabled. This is because in this mode, you are going to clear archived documents for all accounts except those stated in the Account codes group. |
The Account (From - To) fields are only included in the selection criteria if you have selected the All or Range of accounts mode. The Area code range is included in all modes of selection.
| Account: (From - To): | Enter the Start and End Account code for the range of accounts that you want to be considered for clearing archived documents. Click the Ellipsis  button in either field to perform a Short Name or Word Search for the appropriate account. |
| Area code: | The area code range is a further filter on the selected accounts that is operative in all modes of selection criteria. |
Document date: Fully paid documents with a relevant date on or before the date entered will be cleared. This document date (cut-off date) compares to one of three dates. The control as to which date it compares is held in system parameters on the General tab Clear paid documents date.
Account codes
These fields are only available to you if you have chosen either the Inclusion or Exclusion list mode. Enter the account codes you either want to include or exclude from the clearing of documents
There are three other buttons available to you.
| Exit: | Use this button to exit from the procedure and return to the PL MISCELLANEOUS OPTIONS menu without running the facility. |
| OK | Use this button to run the facility when you have entered all the required selection criteria. |
| Help | Displays help on the current application using the default browser. |
