How to Purge Cleared Transactions from Bank Reconciliation in Sage 100
Just the other day, a customer asked if there was a way to make bank reconciliation easier. "Well," we said, "it helps to roll up your sleeves and have a full pot of coffee..."
All joking aside, there's a simple housekeeping task that can make a big difference: purge all the cleared transactions from your bank rec detail file, so you only see the transactions you're actively working with.
What Does It Mean to "Purge" a Cleared Transaction in Bank Rec in Sage 100?
It's a scary term for a satisfying process.
All it means is that you clean up your view in Bank Rec, so you don't have to look at old transactions that have already cleared the bank — the ones you no longer need on your Bank Rec report (or register).
And it's not just your view that gets better. Depending on how much history you have in your unpurged Bank Rec detail file, clearing out the bloat can also significantly improve your lookup and reporting performance, speeding up the entire reconciliation process.
It does not delete transactions from GL or originating modules. It simply removes them from the cleared-detail list in Bank Rec once you have everything reconciled and in balance.
How to Purge All the Cleared Transactions in Bank Rec
Before you can purge cleared transactions from the Sage 100 Bank Reconciliation module, make sure that:
- The "Out of Balance" amount in the Reconcile Bank window is $0.00.
- The "Out of Balance" amount on the Bank Reconciliation Register/Report line is $0.00.
Once you've confirmed that, follow this quick process: select the transactions you wish to clear, print them, and accept the prompt from Sage 100 to remove the cleared documents.
Here are the step-by-step instructions.
1. Begin this process from the Bank Reconciliation Register/Report.
To get to this screen:
- Open the Bank Reconciliation module.
- Navigate to the Main menu.
- Select the Bank Reconciliation Register/Report.
2. Deselect the Summarize Activity checkbox and make the following selections:
- Document Types to Print = All Types
- Print Cleared Documents = All Documents
- Bank Code Operand = Equal to
- Bank Code Value = Select the applicable bank code
- Document Date Operand = All, Less than, or Range
Note: When selecting Range, enter the ending date in the second Value field. To purge through a specific date, leave the first field blank and use the second Value column.
3. Click Print or Preview.
Note: If you don't have security set up, print the report to a printer, file, or defer it.
4. Close the Preview.
5. A prompt will appear asking: "Do you want to remove cleared documents as of mm/dd/yy?"
- This date reflects the Document Date used when printing the report. If you leave the Document Date blank, the date displayed will be 12/31/2999.
Note: If you're not seeing this prompt, the out-of-balance amount on the report is likely not $0.00.
6. Click Yes to purge the cleared documents.
Your cleared transactions have now been purged.
Keep Your Bank Rec Clean to Make Your Next Reconciliation Easier
Make it a practice to purge cleared items after you've fully balanced and printed each period. This keeps your live company data lean, your reporting snappy, and your next bank rec manageable.
By building this into your regular routine, you'll always have a fresh, focused list for your next reconciliation cycle, and a noticeably smoother process to go with it.
Questions? Ardent Consulting Has Answers.
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If you have questions about purging cleared transactions from Bank Reconciliation in Sage 100, Ardent Consulting is here to help. Whether you need assistance with Bank Rec, other Sage 100 modules, or broader system optimization, our expert team will make sure you're getting the most out of your system.
