PS-C1930 Buyer Purge Report

Report Name
Buyer Purge

RMDS Report Group
PSPG7 Buyer Purge

Frequency
As needed to maintain an efficient file size and operations.

Records/Retention Requirements
Item 43114.  Buyer Purge (PS-C1930).  Purge records from online system.

Disposition Instructions:  Maintained on-line for 4 fiscal years

Use
This report summarizes the buyer information that has been purged when the buyer purge program is run. When the system purges a buyer, it purges all statistical information related to the buyer.

Content
Inactive buyers are eligible for purge. Two values determine when a buyer is eligible:

• Buyer Status on screen BUY
• Buyer Purge Months on BEN (for the buying entity to which the buyer is assigned)

The second value determines the number of months a buyer can be inactive before being eligible for purge. To be purged, either the Status is 2 (Inactive, Purge Next Cycle) or blank (Active), and the number of Buyer Purge Months has elapsed. The system never purges a buyer with open orders, regardless of status. A purchase order or requisition (even if closed) must be deleted before the associated buyer can be purged.

The report identifies each buyer by ID code and name and provides the date of last activity.

Totals
N/A

Column Headings
The following column headings are for each buying entity:

• Buyer id
• Buyer name
• Date of last activity