Inbound Purging Workflow

1. Purpose

To automatically remove (purge) old inbound receipt and invoice records from the system—both those tracked in history and those already invoiced—once they exceed configured retention periods. This helps keep the database lean and ensures regulatory or business-driven data-retention policies are enforced.

2. Step-by-Step Process

1. Page Connector “6”
   1. Indicates continuation from a preceding workflow segment.
2. HF.99: Set Retention Period for History Receipts & Invoices (Mandatory Setup)
   1. Define how long to keep historical receipt and invoice records (e.g. 2 years) before they become eligible for deletion.
3. WP.96: Set Retention Period for Invoiced Receipts (Mandatory Setup)
   1. Specify the retention threshold for receipts that have already been invoiced but remain in “active” status (e.g. 1 year).
4. Decision: “Receipts Tracked in History (HF.01/05)?”

• 🔷 Check whether the inbound receipts to be purged are stored in the historical tables (e.g. HF.01 or HF.05).
• Yes → Proceed to DS.22.
• No → Skip to the next decision (step 7).

5. DS.22: Determine if History Receipts & Invoices Are Older Than Retention (Process)
   1. Run the purge-job logic that compares each historical receipt/invoice date against the HF.99 threshold.
6. DS.23: Delete History Receipts & Invoices (Output)
   1. Automatically remove any historical records exceeding the retention period.

Note: Purged items do not appear on this report.

7. Decision: “Receipts Invoiced & Register Printed?”

• 🔷 For the remaining (non-historical) receipts, check if they have been invoiced and their invoice register has already been printed.
• Yes → Proceed to IP.94.
• No → Loop back (do not purge these records).

8. IP.94: Delete Receipts and Print Report of Deleted Receipts (Output)
   1.  Execute the final deletion of all qualifying invoiced receipts.
   2. Generate and print (or archive) a “Purge Report” listing each receipt deleted in this run.
9. End
   1. The inbound purge routine completes.

3. Outputs & Artifacts

History Purge Report (internal audit): records of historical receipts/invoices deleted.

Invoiced-Receipt Purge Report: printed or PDF report listing all deleted, invoiced receipts.

System Logs: timestamps, user/process ID, and counts of purged records for audit trails.

4. Operational Notes

Configuration First: Always set HF.99 and WP.96 retention periods before running the purge job.

Safety Check: Records not meeting both “tracked in history” or “invoiced & printed” conditions are never purged.

Auditability: Retain purge-reports and system logs for at least one full audit cycle beyond your longest retention period.

Scheduling: Automate this workflow as a recurring batch job (e.g. monthly) outside of business hours to minimize performance impact.

5. Legend & Roles

END OF INBOUND PROCESS