PrismCore AR - Purge Applied Payments

Owned by Mary Volkmer (Unlicensed)
Jan 03, 2020
  • Purging applied payments rids your aging report of paid invoices, adjustments and payments and deletes historical transactions, invoices, adjustments and payments that meet your purge param


  • There are two parts to the purge pr
    • Part 1 removes items that have been paid and applied from the aging reports, statements and the Customer Activity screen for all account types other than financial aid based upon the current AR fiscal period. The items that are removed are marked as historical. 
    • Part 2 removes historical transactions, invoices, adjustments, payments, customers and accounts based on settings in Purge Parameters (PrismCore Admin > Receivables > Purge Parameters) for account types other than Financial
  • While it is necessary to purge applied payments periodically, once this process has completed, statements for previously closed periods cannot be


Note:  Purge Applied Payments steps should be done first thing in the morning so that you have a backup of all your data from the previous night.  This process cannot be reversed other than by a restore.  We recommend that you keep this backup for at least 6 months.


Prepare to Purge Applied Payments:

  1. Generate an all detail aging report for the current AR fiscal This provides a complete history of transactions for each customer prior to purging.  Print or save this report.
  2. Generate statements for all balances. This ensures that payments are assigned a statement date. The purge process verifies a statement date exists on all items prior to purging.  If a statement date is not found, the items will not be purg
  3. Apply any credits that are unapplied to appropriate invoices. If a payment is not applied to an invoice, neither item will be removed from the aging report.  An Unapplied Credits report is available in Customer Activity.
  4. Verify Purge Param
  5. Verify Month End Dates.
  6. Ensure you have a good backup.
  7. Ask All PrismCore IAS users to logoff.
  8. Set up a Purge Description. A screen will appear indicating the current AR fiscal period and Month End Date. You may select customers, accounts and locations, but you may not change the current AR fiscal period.
  9. After Part 1 finishes removing paid invoices and payments, Part 2 will delete historical transactions, adjustments, invoices, customers, and accounts that meet the purge parameters set up in PrismCore Admin Purge Param
  10. Preview and save all Purge Reports.

Purge Applied Payments

  1. Start Purge.

    Note:  When an invoice, payment, credit memo, adjustment or gift certificate sale has been purged from Customer Activity in Part 1 of the purge it is marked as HISTORICAL in Transaction Inquiry, Invoice Inquiry, Payments, Adjustments, and Gift Certificate Sales.  It can no longer be viewed in Customer Activity. It will also no longer appear on aging reports or statements.

    Items with an OPEN status will not purge.

    Transactions, invoices, payments, credit memos and adjustments cannot be viewed or printed once they are deleted from the system in Part 2 of the purge.

  2. When the purge is complete, print a summary or all detail aging report for the current AR fiscal period. Only invoices and payments that are applied to each other are purged.  The net effect on the amount owed to the bookstore should be zero.   If the aging report total has changed, immediately call PrismCore IAS Support for assistance.