Using Accounts Payable

Checks: Purging ChecksUnderstanding Check PurgeYou can purge any check whose status is either “Reconciled” or “Void” fromColleague.When you purge a check from Colleague, you also purge the procurementdocuments associated with that check. The exception to this is when arequisition is split into more than one purchase order — in that case,Colleague will automatically purge the voucher and purchase order associatedwith the purged check, but will not purge the requisition. This is illustrated inFigure 87 on page 447.• For information about purging vouchers not associated with a check, see“Purging Vouchers” beginning on page 281.• For information about purging requisitions and purchase orders, see theUsing Purchasing manual.Purging checks from Colleague is a two-step process. First, you must selectthe checks you want to purge. Use the Reconciled Check Purge Reg (CPRG)to select the checks you want to purge and generate a report of these checks.See “Understanding the Reconciled Check Purge Register” beginning onpage 448.Next, run the purge process to delete the selected checks and their associatedprocurement documents from Colleague. Use the Recon Check/VoucherPurge (RECP) form to purge the checks and associated procurementdocuments. See “Understanding the Reconciled Check Purge Process”beginning on page 456.ALERT! Once you purge a check and its associated procurementdocuments, you cannot restore that information in Colleague.ALERT! If you plan to print tax forms like 1099s and T4As, do notpurge any checks that have vouchers with tax form information.To avoid purging checks that have vouchers with tax forminformation, enter [Y] in the Exclude Checks With Tax FormInformation field.446 Using Accounts Payable, June 19, 2009© 2009 Datatel, Inc.