This option will clear all fully paid documents that fall within the criteria specified on the selection form from the Sales Ledger transaction file.
The option produces a print-out of all documents removed and will optionally transfer the cleared documents to an on-line archive. This transfer to archive is controlled by a Sales Ledger System Parameter 'Archive transactions' which is held on the General tab of these parameters.
On first entering this option you will be presented with the Clear paid documents form upon which you define your selection criteria for clearing documents.
Warning: Care should be taken in using this option as it could affect the printing of statements and/or the production of retrospective age analyses.
The following radio buttons are available and will be used according to the mode you wish to use to clear paid documents.
All or Range of accounts |
When this mode is selected the Account From and To fields are enabled and the Account Code area at the bottom of the form is disabled. This is because in this mode you are going to Clear Paid Documents for all accounts if the From and To fields are left blank. Alternatively it will only apply 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 Code area at the bottom of the form is enabled. This is because in this mode you are going to Clear Paid Documents for only the accounts stated in the Account code area. |
Exclusion list |
When this mode is selected the Account From and To fields are disabled and the Account Code area at the bottom of the form is enabled. This is because in this mode you are going to Clear Paid Documents for all accounts except those stated in the Account code area. |
The Account (From - To) fields will only be included in the selection criteria if you have selected the All or Range of accounts mode. The Area code range will be included in all modes of selection.
Account: (From - To) |
Enter the Start and End Account code for the range of accounts that you wish to be considered for Clearing paid documents. Click the Ellipsis  button on either field to perform a Short Name or Word Search for the appropriate account.
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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 included or excluded 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 Sales Ledger Miscellaneous options menu without running the facility. |
OK |
Use this button to run the facility once you have entered all the required selection criteria. |
Help |
Use this button to access the online help on this topic. |
