Electronic Fund Transfer > EFT Purge

EFT Purge

You use this program to delete EFT (Electronic Funds Transfer) information that is no longer required in the system.

Toolbar and menu

Field Description
Start Processing Select this to delete the EFT data according to the options you selected.

This function is only enabled once you select one or more Purge options.

See Processing for additional information.
Print Select this to print the information currently displayed in the Report output pane.
Save Form Values This option is only enabled in Design mode (see Automation Design). Your selections are saved and applied when the program is run in automated mode.

Information

Field Description
Purge options
[Note]

You use the EFT Setup program to indicate the number of months for which you want to retain EFT information.

If you set an option to 99, then you are retaining the information for that option indefinitely. That option will therefore not be available for selection here.
Extracted EFT batches Select this to delete extracted EFT batches which are older than the number of months defined at the Number of months to retain - Extracted EFT batches field (EFT Setup).

These batches are created by the EFT Payments Extract program.
Audit of extracted EFT batches Select this to delete the audit of extracted EFT batches which are older than the number of months defined at the Number of months to retain - Audit of extracted EFT batches field (EFT Setup).

These batches are created by the EFT Payments Re-extract program.
Audit of voided EFT entries Select this to delete the audit of voided EFT entries which are older than the number of months defined at the Number of months to retain - Audit of voided EFT entries field (EFT Setup).

These entries are created by the EFT Payments Extract and AP Void Check Entry programs.
EFT cash book beneficiaries Select this to delete extracted EFT beneficiaries which are older than the number of months defined at the Number of months to retain - EFT cash book beneficiaries field (EFT Setup).

These records are created by the EFT Cash Book Beneficiary Maintenance program.
Purge information These details are displayed for information purposes only.

Refer to Processing for additional information.
After processing completed These options are displayed within programs that can be automated. They enable you to indicate the action you want to perform once processing is complete (see Automation Design).

Report

The information in this pane is displayed once processing is complete, providing you did not select the option: After processing completed > Close this application.

The results of processing the function you selected are displayed.

You use the After processing completed options to print or email this information.

Processing

This section describes the purge process performed by the EFT Purge program when you select the Start Processing function.

Because EFT is linked to Cash Book and Accounts Payable, the EFT data is not stored by period, but only by date. For this reason, you indicate the number of months (not periods) for which you want to retain EFT data (EFT Setup).

The EFT Purge program calculates the date according to which EFT data is included in the purge process as follows:

  • Date calculation

  1. The Number of months to retain value is divided by 12

  2. The integer portion of the result is multiplied by 365 days.

    The remainder of the result is multiplied by 30 days (i.e. an average of 30 days is used for the months).

    These two results are added together to give the number of days to retain the data.

  3. The number of days to retain is subtracted from the current system date to give the EFT purge before date.

    All records prior to this date are purged.

The purge process for each Purge option is as follows:

  • Extracted EFT batches

    • All files are locked exclusively for this process.
    • The entry in the Number of months to retain - Extracted EFT batches field (EFT Setup) is used to calculate the EFT purge before date (see Date calculation section above).

    • Records in the following files/tables are deleted:

      • EFTBTC (EftBatchCtl) – EFT Batch Control File
      • EFTPDH (EftExtractHdr) – Header of extracted EFT batches
      • EFTPDD (EftExtractDet) – Invoice details of extracted EFT batches

    • In the EFTBTC (EftBatchCtl) file/table, the field - EFTBTC-DAT (in SQL “OriginalRunDate”) is used to determine if a record needs to be purged.

      If this original run date is prior to the calculated purge date, the record is deleted.

    • Where appropriate, passwords defined in eSignatures for EFT transactions (Electronic Signatures) are prompted for.
    • The number of batch numbers deleted from the EFTBTC (EftBatchCtl) – EFT Batch Control file is displayed in the Report pane.

    If the process fails, appropriate error messages are displayed in the Report pane.

  • Audit of extracted EFT batches

    • All files are locked exclusively for this process.
    • The entry in the Number of months to retain - Audit of extracted EFT batches field (EFT Setup) is used to calculate the EFT purge before date (see Date calculation section above).

    • Records in the following file/table are deleted:

      • EFTAEX (EftExtractAudit) – Audit of extracted EFT batches

    • In the EFTAEX (EftExtractAudit) file/table, the field - EFTAEX-DATE (in SQL “EftRunDate”) is used to determine if a record needs to be purged.

      If this original run date is prior to the calculated purge date, the record is deleted.

    • Where appropriate, passwords defined in eSignatures for EFT transactions (Electronic Signatures) are prompted for.
    • The number of records deleted from the EFTAEX (EftExtractAudit) – Audit of extracted EFT batches file is displayed in the Report pane.

    If the process fails, appropriate error messages are displayed in the Report pane.

  • Audit of voided EFT entries

    • All files are locked exclusively for this process.
    • The entry in the Number of months to retain - Audit of voided EFT entries field (EFT Setup) is used to calculate the EFT purge before date (see Date calculation section above).

    • Records in the following files/tables are deleted:

      • EFTVOH (EftVoidJnlHdr) – Header of EFT voided entries
      • EFTVOD (EftVoidJnlDet) – Details of EFT voided entries

    • In the EFTVOH (EftVoidJnlHdr) file/table, the field - EFTVOH-DAT (in SQL “VoidDate”) is used to determine if a record needs to be purged.

      If this original run date is prior to the calculated purge date, the record is deleted.

    • Where appropriate, passwords defined in eSignatures for EFT transactions (Electronic Signatures) are prompted for.
    • The number of batch numbers deleted from the EFTVOH (EftVoidJnlHdr) – Header of EFT voided entries file is displayed in the Report pane.

    If the process fails, appropriate error messages are displayed in the Report pane.

  • EFT cash book beneficiaries

    • All files are locked exclusively for this process.
    • The entry in the Number of months to retain - Audit of EFT cash book beneficiaries field (EFT Setup) is used to calculate the EFT purge before date (see Date calculation section above).

    • Records in the following file/table are deleted:

      • EFTCBS (EftCshSupplier) – Audit of extracted EFT batches

    • In the EFTCBS (EftCshSupplier) file/table, the two date fields - EFTCBS-CDTE(Supplier creation date) (in SQL “DateSuppAdded”) and EFTCBS-EDT(Last EFT run), (in SQL “LastEftDate”) are used to determine if a record needs to be purged.

      Records are only deleted if all of the following are true:

      • Both these dates are less than the calculated purge date
      • No records with that beneficiary code must exist in the EFTNPH (EftNonExtractHdr) file/table, because then the supplier is part of an unfinished EFT run.
      • No records in status ‘E’ (Captured), ‘R’ (Released) or ‘X’ (Extracted) must exist in the CSHTRD (CshTransactsion) file/tabel for that supplier, because then the EFT cycle is not yet complete.
    • Where appropriate, passwords defined in eSignatures for EFT transactions (Electronic Signatures) are prompted for.
    • The number of records deleted from the EFTCBS EftCshSupplier) file is displayed in the Report pane.

    If the process fails, appropriate error messages are displayed in the Report pane.

Notes and warnings

Pre-requisites

  • It is advisable to take a backup of your data before using this program.

  • If you set all options to 99 at the Number of months to retain option (EFT Setup), then you are retaining your EFT information indefinitely and you will not be able to run this program as there is no information to purge.

eSignature considerations

Electronic Signatures provide security access, transaction logging and event triggering. This enables you to increase control over your system changes.

Access to the following eSignature transactions within this program can be restricted at Operator, Group, Role or Company level. You configure this using the Electronic Signatures program.

eSignature Transaction Description
EFT Purge batches

Controls access to the Extracted EFT batches purging option in the EFT Purge program.
EFT Purge cash book beneficiaries

Controls access to the EFT cash book beneficiaries purging option in the EFT Purge program.
EFT Purge audit of batches

Controls access to the Audit of extracted EFT batches purging option in the EFT Purge program.
EFT Purge audit of voided entries

Controls access to the Audit of voided EFT entries purging option in the EFT Purge program.
EFT Purge batches control

Controls access to the Purge information: Extracted EFT batches before, in the EFT Purge program.
EFT Purge cash book beneficiaries control

Controls access to the Purge information: EFT cash book beneficiaries before, in the EFT Purge program.
EFT Purge audit of batches control

Controls access to the Purge information: Audit of extracted EFT batches before, in the EFT Purge program.
EFT Purge audit of voided entries control

Controls access to the Purge information: Audit of voided EFT entries before, in the EFT Purge program.

Application Help Pane

Application Help Panes provide step-by-step instructions for various functions within the program, including a brief overview of what the program does, what setup options are required and how to personalize the program. The intention is that the pane provides information that is uncluttered and easy to navigate.

You can embed an Application Help Pane:

  • in the main SYSPRO menu

  • in any program with panes, if not using roles

  • when adding a role layout in Design Mode.

Inserting Application Help

You would typically follow this procedure to display help for the current program in a customized pane that can be pinned to the program window.

Information includes step-by-step instructions for the various functions available within the program, including a brief overview of what the program does, what setup options are required and how to personalize the program.

  1. Open the program for which you want to insert application help into a customized pane.

    This functionality is only available for a program that has panes.

  2. Right-click any form field.

    You can also click the triangle menu icon that appears in the title area of a pane.

  3. Select Insert Application Help from the context-sensitive menu.

    The application help appears in a pane within your program. You can reposition the pane using the docking stickers or pin it to the program window.

Removing the Application Help pane

If you no longer want to display application help in a pane for your current program, you can simply remove it.

  1. Select the Close icon in the right-hand corner of the application help pane.

  2. Confirm that you want to delete the pane.