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12. Purge Checkbook

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Note this does not permanently delete the checkbook records, it simply moves them into yearly files and you can still view the records if you select the correct file when running a checkbook report.


Select option 1. The following screen will appear:




█ Golden Opportunity ♦ Purge Cleared Transactions to a Yearly Checkbook File   █


█  1) For Account(s):                   CHECKING ACCOUNT                       █

█  2) For Dates:                        12/31/99             12/31/99          █

█  3) For Checks:                       ____________         ____________      █

█  4) For Names:                        ____________         ____________      █

█  5) normal Checks, Deposits, Transactions, Invoice-type checks:  CDIT        █

█  6) Display, Print, Wide or Compressed:                          Display     █

█  7) Start Report                                                             █

█  8) Purge All Cleared and Marked Entries to Yearly File                      █

█  9) Create a Yearly Checkbook (To Purge To)                                  █

█  A) Year of File to Purge To               99                                █

█  0) Return to Previous Menu                                                  █

▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀ <Esc>=Quit ▀▀▀



Be fore purging transactions (checks, deposits, bank transactions, or invoices), it is recommended that you print a listing showing all transactions that will be purged.


Look over the report and make sure the transactions listed are the records you want to purge. When the listing is correct, use option 8 to purge the transactions.


If necessary, you can use option 9 to create the yearly file, or option A to change the year of the purging file.


For Accounts*} Choose this to select which bank account(s) you want to purge.


Note you can choose just a single bank account, or you can choose to include just the general journal entries. Or you can choose to include entries from all bank and journal entries too. In order to be consistent, if you are going to be doing any purging at all, you should probably purge from all checkbooks and journal entries as well. Likewise if you are going to be purging at all, you probably should not select a check range or name range or restrict the transaction type. Usually the date range is the only option that should be filled in.


For Dates*} To purge transactions over a specific range of dates, type the date range.


For Checks*} To purge only a certain range of transaction numbers only, type the range of check or transactions numbers.


For Names*} To purge checks for specific payees only, type the range of payee names.


(C)hecks, (D)eposits, (T)ransactions or (I)nvoice-Type Checks*} Choose <C> to purge regular checks only, <D> to purge deposits only, <T> to purge bank transactions only, or <I> to purge checks for invoices. To change this selection, highlight the option and press <Enter> and type the letter(s) for the desired selection. You can choose all four types if desired.


You can type in any or all of the above transaction types. For example, if you want to purge all checks, but not deposits or transactions, type CI.


Display, Print, Wide or Compressed *} The report can be displayed on the screen or printed on the printer. If the report will be printed, you can print on regular size paper or, if you have one, you could print on a wide-carriage printer which has room to print more detail. The wide report can also print the same detailed report on a standard-size printer by using small (compressed) characters.


To change this selection, highlight the option and press <Enter>.


Start Report*} Choose this option to start the report according to your selections. The report will display on-screen or on paper depending on your selection above. This does not start the purge process, it is just a preview of what will be purged if you choose Purge.. to a Yearly File below.


Purge to a Yearly File *} Choose this option to start purging the selected transactions. It is recommended that you print a list of the selected transactions with option 7 before performing this step.


Create a Yearly Checkbook (To Purge To)*} If it is necessary to create the purge file for the selected year, choose this option.


Year of File to Purge To*} If necessary, you can change the year of the purging file by entering another year.


When the purge is complete, the screen will appear. You can make more selections, or press <0> to return to the menu in step 1.