Using Accounts Payable

Understanding Check PurgeThe CPRG process creates a saved list (named RECPxxxx where xxxx is adate/time stamp) of the selected checks. The Recon Check/Voucher Purge(RECP) process uses this saved list to purge the checks (see “Understandingthe Reconciled Check Purge Process” beginning on page 456).Although you can run this purge register multiple times before actuallypurging the checks, only one person can run the purge register at any onetime. Also, you cannot run the purge register while the actual purge is inprogress.Note: The saved list created by the CPRG process is not specific toyour operator ID. One person can run the CPRG process to select thechecks to be purged and create the saved list, and another person canrun the RECP process to purge the checks in that saved list.When you run the check purge process, Colleague will also purge theprocurement documents associated with the purged checks (see Figure 87 onpage 447). However, the CPRG report does not display information aboutthese procurement documents. To view information about the procurementdocuments associated with a particular check, run the Check Register Report(CKRG) process using the same check selection criteria (see “Check RegisterReport (CKRG)” beginning on page 434).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.Fields on the CPRG FormSaved List NameIf you have a saved list of check numbers that you want to purge, you canenter the name of that saved list in this field. Your saved list must contain theBank Code*Check Number combination for each check that you want topurge. If you use a saved list, you must also specify the bank code(s) for theselected checks in the Bank Codes selection field.If you enter a Saved List Name, you can also enter information in theselection criteria fields on the CPRG form. Any selection criteria that youenter acts as a filter against the records in your saved list. The CPRG processUsing Accounts Payable, June 19, 2009 449© 2009 Datatel, Inc.