Sage 100

What version?

I have never had a problem with the PO purge though it IS date sensitive.

Nitpicker here. 

We're seeing many Sage 100-specific issues showing up on this general membership community. Please try harder to post these on the Sage 100 community.

This General Membership community is meant for all members, including Affiliates.

What version?

I have never had a problem with the PO purge though it IS date sensitive.

Nitpicker here. 

We're seeing many Sage 100-specific issues showing up on this general membership community. Please try harder to post these on the Sage 100 community.

This General Membership community is meant for all members, including Affiliates.

What version?

I have never had a problem with the PO purge though it IS date sensitive.

Purge Obsolete Purchase Orders should do it, although I believe the date looks at all of the dates on the PO and uses the most recent date.  So if you had a 2021 PO but someone tried to fix it recently, it would look at that more recent Receipt date when deciding whether to purge the PO or not.

Agreed, 'Purge Obsolete' should take care of the majority of these.  However, there almost always will be a bunch that won't purge via one or more P/O utilities, and those typically need to be addressed manually.  For example, if you have an open 'backordered' PO that the system won't let you delete, even after zeroing out all backordered lines, you likely need to temporarily disable the 'Post A/P invoices' setting in P/O Setup, delete the applicable PO's, then re-enable that setting.

Use Purge Obsolete Purchase Orders to remove all obsolete purchase orders whose purchase order date, last receipt date, last issue date, or last invoice date are on or prior to the entered date to provide additional file space in the Open Purchase Order file. A purchase order is obsolete if the following date properties are on or prior to the purge date entered:

• Purchase order date

• Last receipt date

• Last issue date

• Last purchase order date

• Last invoice date

Purge Obsolete Purchase Orders should do it, although I believe the date looks at all of the dates on the PO and uses the most recent date.  So if you had a 2021 PO but someone tried to fix it recently, it would look at that more recent Receipt date when deciding whether to purge the PO or not.

Purge Completed only works for properly completed PO's... which is rarely the case with such a big list.

If you want to do things the "hard" but "nice" way, import updates to PO detail, so Qty Ordered matches what has been received.  Then import $0 invoices (+/- quantity, with the correct order line key...) to make the invoiced quantity match the received quantity.  Post, and that should mark the associated PO's as "Completed"... and they should no longer be on the Purchases Clearing report.

Yeah, Purge Completed is useless.  Purge Obsolete, though - as long as people haven't been trying on their own to clean things up, does a pretty good job.

Purge Completed only works for properly completed PO's... which is rarely the case with such a big list.

If you want to do things the "hard" but "nice" way, import updates to PO detail, so Qty Ordered matches what has been received.  Then import $0 invoices (+/- quantity, with the correct order line key...) to make the invoiced quantity match the received quantity.  Post, and that should mark the associated PO's as "Completed"... and they should no longer be on the Purchases Clearing report.

Agreed... but with the Purge Obsolete you need to do the GL entries yourself, to clear up the Purchases Clearing amounts. 

Posting the $0 invoices does those entries for you (offset to the Purchase Variance account I believe).

------------------------------
Kevin Moyes
Technical Systems Analyst
Munjal White Consulting Co.
Toronto ON
------------------------------


Original Message:
Sent: 08-13-2025 13:09
From: Beth Bowers
Subject: Purging old purchase orders that were never completed properly

Yeah, Purge Completed is useless.  Purge Obsolete, though - as long as people haven't been trying on their own to clean things up, does a pretty good job.

------------------------------
Beth Bowers
Dog Mom, first and foremost. The rest is all just necessary to keep the dogs in biscuits.
(269) 358-0989


Original Message:
Sent: 08-13-2025 12:55
From: Kevin Moyes
Subject: Purging old purchase orders that were never completed properly

Purge Completed only works for properly completed PO's... which is rarely the case with such a big list.

If you want to do things the "hard" but "nice" way, import updates to PO detail, so Qty Ordered matches what has been received.  Then import $0 invoices (+/- quantity, with the correct order line key...) to make the invoiced quantity match the received quantity.  Post, and that should mark the associated PO's as "Completed"... and they should no longer be on the Purchases Clearing report.

------------------------------
Kevin Moyes
Technical Systems Analyst
Munjal White Consulting Co.
Toronto ON

One GL entry vs a billion lines?  I know which I choose.  :-)  And, usually their PC account is a mess, anyway, if their POs are a mess.

------------------------------
Beth Bowers
Dog Mom, first and foremost. The rest is all just necessary to keep the dogs in biscuits.
(269) 358-0989
------------------------------


Original Message:
Sent: 08-13-2025 13:15
From: Kevin Moyes
Subject: Purging old purchase orders that were never completed properly

Agreed... but with the Purge Obsolete you need to do the GL entries yourself, to clear up the Purchases Clearing amounts. 

Posting the $0 invoices does those entries for you (offset to the Purchase Variance account I believe).

------------------------------
Kevin Moyes
Technical Systems Analyst
Munjal White Consulting Co.
Toronto ON


Original Message:
Sent: 08-13-2025 13:09
From: Beth Bowers
Subject: Purging old purchase orders that were never completed properly

Yeah, Purge Completed is useless.  Purge Obsolete, though - as long as people haven't been trying on their own to clean things up, does a pretty good job.

------------------------------
Beth Bowers
Dog Mom, first and foremost. The rest is all just necessary to keep the dogs in biscuits.
(269) 358-0989


Original Message:
Sent: 08-13-2025 12:55
From: Kevin Moyes
Subject: Purging old purchase orders that were never completed properly

Purge Completed only works for properly completed PO's... which is rarely the case with such a big list.

If you want to do things the "hard" but "nice" way, import updates to PO detail, so Qty Ordered matches what has been received.  Then import $0 invoices (+/- quantity, with the correct order line key...) to make the invoiced quantity match the received quantity.  Post, and that should mark the associated PO's as "Completed"... and they should no longer be on the Purchases Clearing report.

------------------------------
Kevin Moyes
Technical Systems Analyst
Munjal White Consulting Co.
Toronto ON

It depends on whether you want to "give" the users the task of spreadsheet / import work, as not-so-subtle encouragement to do things properly in the future, selling them on the effort by saying it gives a better audit trail on the write-off amounts.

;-)

------------------------------
Kevin Moyes
Technical Systems Analyst
Munjal White Consulting Co.
Toronto ON
------------------------------


Original Message:
Sent: 08-13-2025 13:20
From: Beth Bowers
Subject: Purging old purchase orders that were never completed properly

One GL entry vs a billion lines?  I know which I choose.  :-)  And, usually their PC account is a mess, anyway, if their POs are a mess.

------------------------------
Beth Bowers
Dog Mom, first and foremost. The rest is all just necessary to keep the dogs in biscuits.
(269) 358-0989


Original Message:
Sent: 08-13-2025 13:15
From: Kevin Moyes
Subject: Purging old purchase orders that were never completed properly

Agreed... but with the Purge Obsolete you need to do the GL entries yourself, to clear up the Purchases Clearing amounts. 

Posting the $0 invoices does those entries for you (offset to the Purchase Variance account I believe).

------------------------------
Kevin Moyes
Technical Systems Analyst
Munjal White Consulting Co.
Toronto ON


Original Message:
Sent: 08-13-2025 13:09
From: Beth Bowers
Subject: Purging old purchase orders that were never completed properly

Yeah, Purge Completed is useless.  Purge Obsolete, though - as long as people haven't been trying on their own to clean things up, does a pretty good job.

------------------------------
Beth Bowers
Dog Mom, first and foremost. The rest is all just necessary to keep the dogs in biscuits.
(269) 358-0989


Original Message:
Sent: 08-13-2025 12:55
From: Kevin Moyes
Subject: Purging old purchase orders that were never completed properly

Purge Completed only works for properly completed PO's... which is rarely the case with such a big list.

If you want to do things the "hard" but "nice" way, import updates to PO detail, so Qty Ordered matches what has been received.  Then import $0 invoices (+/- quantity, with the correct order line key...) to make the invoiced quantity match the received quantity.  Post, and that should mark the associated PO's as "Completed"... and they should no longer be on the Purchases Clearing report.

------------------------------
Kevin Moyes
Technical Systems Analyst
Munjal White Consulting Co.
Toronto ON

Life is too short for DFD&M with so much data. That's why I created an Excel Sage 100 Table Editor to read and store back through to the underlying tables. I can use Excel's Fill Down, global Find&Replace including using formulas with easy-to-use table field names because Sage Tables are loaded into Excel Tables.

This video shows a small example how I would match QuantityOrdered to QuantityReceived. One could filter out all but the PO's to be purged and then the Fill Down command could be used on the entire table. It keeps an audit trail and supports undo commands for any changed cell. QuantityInvoiced to QuantityReceived could then be done as well so that a Purge command could remove them. 

------------------------------
Dan Burleson
Software Consultant
Connex Software
Corvallis OR
541-829-1054
------------------------------


Original Message:
Sent: 08-13-2025 13:44
From: Kevin Moyes
Subject: Purging old purchase orders that were never completed properly

It depends on whether you want to "give" the users the task of spreadsheet / import work, as not-so-subtle encouragement to do things properly in the future, selling them on the effort by saying it gives a better audit trail on the write-off amounts.

;-)

------------------------------
Kevin Moyes
Technical Systems Analyst
Munjal White Consulting Co.
Toronto ON


Original Message:
Sent: 08-13-2025 13:20
From: Beth Bowers
Subject: Purging old purchase orders that were never completed properly

One GL entry vs a billion lines?  I know which I choose.  :-)  And, usually their PC account is a mess, anyway, if their POs are a mess.

------------------------------
Beth Bowers
Dog Mom, first and foremost. The rest is all just necessary to keep the dogs in biscuits.
(269) 358-0989


Original Message:
Sent: 08-13-2025 13:15
From: Kevin Moyes
Subject: Purging old purchase orders that were never completed properly

Agreed... but with the Purge Obsolete you need to do the GL entries yourself, to clear up the Purchases Clearing amounts. 

Posting the $0 invoices does those entries for you (offset to the Purchase Variance account I believe).

------------------------------
Kevin Moyes
Technical Systems Analyst
Munjal White Consulting Co.
Toronto ON


Original Message:
Sent: 08-13-2025 13:09
From: Beth Bowers
Subject: Purging old purchase orders that were never completed properly

Yeah, Purge Completed is useless.  Purge Obsolete, though - as long as people haven't been trying on their own to clean things up, does a pretty good job.

------------------------------
Beth Bowers
Dog Mom, first and foremost. The rest is all just necessary to keep the dogs in biscuits.
(269) 358-0989


Original Message:
Sent: 08-13-2025 12:55
From: Kevin Moyes
Subject: Purging old purchase orders that were never completed properly

Purge Completed only works for properly completed PO's... which is rarely the case with such a big list.

If you want to do things the "hard" but "nice" way, import updates to PO detail, so Qty Ordered matches what has been received.  Then import $0 invoices (+/- quantity, with the correct order line key...) to make the invoiced quantity match the received quantity.  Post, and that should mark the associated PO's as "Completed"... and they should no longer be on the Purchases Clearing report.

------------------------------
Kevin Moyes
Technical Systems Analyst
Munjal White Consulting Co.
Toronto ON