Inventory Purge Module

September 25, 2025 17:12

How do I use the Inventory Purge Module, and what does it do?
This module clears zero and small balance inventory records from the Inventory Look-up screen and sends the information to the History Tab of the Inventory Maintenance module. The purpose is to keep current information only in the Inventory Maintenance module and prevent the look-up screen from appearing cluttered while keeping your inventory as up-to-date as possible. When you perform a purge, the system will also check for a valid Product Code on an item before moving it to history. The system automatically creates Inventory Transfer Journal entries when items are purged. The description will display the Branch, Product Code, and Purge in the comment field. Please note that if Product Codes have different accounts for cost and freight, the system will create an entry for each. If the accounts are the same, the system will create an entry for the cost of goods sold and inventory. The system will use the current date for the journal date and the current period when creating the entries.

When you enter this module, the system will prompt an Inventory Purge screen as follows:

The cursor will be positioned at the Branch (1) field. Use the drop-down arrow menu to select another Branch or ALL BRANCHES, if applicable. At the Product Code (2) field, select a Product Code from the drop-down menu or select “ALL” to purge in all Product Codes. The Purge Rolls With Balances Less than (3) field will default to what has been set up in the System Control 1 screen and will most likely be “.01.” When applicable, you can change the size based on your current inventory purge requirements. For non-roll good inventory items, the system will work the same—any inventory record below the quantity entered in this field will be purged if it meets the requirements of the remaining prompts. Please Note: if you select “ALL” Product Codes, the system will only allow you to enter “.99” or less in this field. At the Only Purge Rolls With Vendor Invoice Numbers (4) field, the default setting is enabled, meaning this will be a requirement to purge an inventory record. In other words, the system will not purge rolls where the Vendor Invoice Number has not been added to the inventory record through the Review P.O. History option in the Accounts Payable Open Item Maintenance module or manually on beginning inventory records. The Only Purge Rolls Received Before (5) field will default to the current date. This date can be changed to any previous date where applicable.

To begin the purge, click the Continue button. The system will first prompt the following: Are You Sure? Click “Yes” to continue. A report documenting each inventory record purged will print out, and the system will prompt the following: Purge Complete. Click OK at this prompt, and the system will return you to the Inventory Purge screen. Once a report has been printed, you can click the Reprint Previous Reports (6) button to recall that report and also see a list of all previous reports. When you click the Reprint Previous Reports button, the system will prompt a listing of previous reports as follows:
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Scroll through the list of reports to find the applicable report, then highlight and double-click to select. The Print By Range button will prompt a Print Previous Reports by Range screen as follows:

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Before printing this report, you can change branches in the Branch (1) field or switch to ALL BRANCHES. You will then need to select a Product Code (2) or ALL to include all Product Codes. In the Begin and End Date (3) fields, enter the range of dates applicable to the report data you need and then click the Continue button to print.