Purge Requisitions Or POs

Use this option to remove closed requisition and purchase order line items from your database.

• If all line items in a requisition or purchase order are purged, the requisition or purchase order itself is purged.

• If only some line items are purged, the requisition or purchase order is retained along with the remaining items.

You cannot purge requisitions and purchase orders from the current fiscal year, only from previous years.

Note

Before purging, you should back up your files. This enables you to recover any requisitions or purchase orders you inadvertently purge.

Menu Path:  Purchasing > Entry & Processing > Miscellaneous > Purge Requisitions/POs

Following are procedures for purging requisitions and purchase orders.

Purging requisitions

1. Select Purchasing > Entry & Processing > Miscellaneous > Purge Requisitions/POs to display the Purge Requisition/PO page.

2. Verify that the Purge Requisitions radio button is selected. This is the default.

3. In the Year field, select the fiscal year for the requisitions you want to purge. You cannot purge requisitions from the current fiscal year.

4. In the Issue Date field, enter a specific date.
   To select all requisitions from the selected year regardless of their specific dates, leave the field blank.

5. In the Requisition Status field, select one of the following:
   M - Converted to PO - Selects all line items meeting your criteria that have been converted into purchase order items.
   G - Converted to Bid - Selects all line items meeting your criteria that have been converted into vendor bids.
   Blank - Selects all line items meeting your criteria that have either G or M approval status.

6. Click OK.

7. In the confirmation dialog, click Yes to begin the purge.
   A processing window displays showing the number of records being purged.

8. When the system completes the purge, click OK.

Purging purchase orders and related change orders

1. Select Purchasing > Entry & Processing > Miscellaneous > Purge Requisitions/POs to display the Purge Requisition/PO page.

2. Select Purge Closed Purchase Orders as the Purge Type.

3. In the Year field, select the fiscal year for the purchase orders you want to purge. You cannot purge orders from the current fiscal year.

4. In the Issue Date field, enter a specific date.
   To select all purchase orders from the selected year regardless of their specific dates, leave the field blank.

5. Click OK.

6. In the confirmation dialog, click Yes to begin the purge.
   A processing window displays showing the number of records being purged.

7. When the system completes the purge, click OK.