Maintenance

To purge closed purchases

Note: This task requires single-user access. See Single-user file locking for more information. (Accounting Plus only)

Note:  Unadjusted Receive Items Purchases transactions can't be purged

  1. Print all the reports you need to show the closed purchases you'll be purging. You might consider printing a copy of the Purchases Journal, which contains detailed information about all purchases.


  2. Open the Purchases Command Centre.


  3. Choose Purge Closed Purchases from the File menu. The Purge Closed Purchases window appears.


  4. Click the Back Up button to make a backup of your company file. Clearly mark this backup and put it in storage as part of your permanent records. (If you've just purged closed sales and made a backup during that procedure, it's not necessary to make a second backup for purchases.)


    Note:  Make a backup before purging
  1. Click the Continue button. From the Purge Purchases Closed BEFORE lists, choose the first month and the financial year for which you don't want to delete closed purchases. Be especially careful when you select a month and the financial year - don't include an accounting period that isn't completely closed. All closed purchases dated prior to the month of the financial year you select will be marked for purging.


  2. Choose to purge detailed information about closed purchases only, or to purge entire closed purchases. If you choose Purge Detail Only, the purchase ID number, date, supplier, delivery method, comment, delivery date, VAT, carriage, memo and supplier invoice number for each closed purchase will remain. If you choose Purge Entire Purchase, all information about the closed purchases will be deleted.


  3. Click the Continue button. The next window lists all suppliers in the Card File.


  4. From the list of suppliers, select the suppliers whose closed purchases you want to purge. If you wish to keep closed purchases for any suppliers, remove the x that appears next to each of the suppliers' names by clicking it.


  5. Click the Purge Closed Purchases button.


Related topics