Purge Budget Information

Use the Purge Budget Information page to delete budget data for the current budget year from the system. This page allows users to remove the following budget records selectively:

• Organizations (budget org records)

• Accounts (budget account records)

• Projects (budget project records)

• Expenditure Ledger

• Revenue Ledger

• Project Ledger

Use this page to restart the budget preparation process for the current budget year from scratch. This is a destructive, irreversible operation, so it should only be used in specific circumstances:

• The current year's budget data is incorrect or corrupted and needs to be rebuilt. For example, if accounts, organizations, or ledger records were loaded with incorrect data, they need to be cleared out before re-running the budget build process.

• Budget preparation was started in error for the current year, and the data must be removed before starting again.

• The budget structure has fundamentally changed (e.g., account or organization structure changes), and existing budget records for the current year are no longer valid.

Important Considerations

• Before purging budget information for the current year, the system also checks whether any budget iteration records exist for that year. If they do, users must purge those iterations first using the Purge Old Iterations option.

• The deletion is performed in a single database transaction. It either fully commits or fully rolls back on error, but once committed, the data is permanently gone.

• Only administrators with unrestricted access to all three budget views (accounts, organizations, projects) should perform this operation.

Prerequisites

To purge budget information, the following security authorization is required:

• Resource 1221 (package BUD, subpackage *) is the menu option entry for Purge Budget Information. A user must have this resource assigned to see and launch the option from the Budget Preparation menu.

• Before the page loads, the check_views() function verifies that the user has all three of the following budget security views configured with no row-level restrictions (i.e., view_txt = " 1=1" meaning unrestricted access):

If the user is missing any of these three views, or if any view has a restrictive filter applied, access is denied with an Access Denied message, and the page does not open.

Menu path

From the Budget Preparation menu, select Entry and Processing. Select Purge Budget Information.

Purge Budget Information

1. Refer to the Field descriptions and select the Purge Criteria.

2. Select Accept.

3. Select Yes, then OK.

Field descriptions

The following table describes the fields on the Purge Budget Information page.