Delete Inactive Records

Sage 300 ERP

$image\field_bt.gif$ Delete Inactive Records

Use the Delete Inactive Records form to:

Remove obsolete vendor, vendor group, remit-to location, and recurring payable records.

The form removes records only if they currently have an inactive status and were set to inactive within the range of dates you specify.

Before you start

Print reports.
Update records.
Assign Inactive status to all records you want to delete.

Deleting vendor records

Before you can delete a vendor record:

Pay or settle all invoices and debit notes.
Clear all the vendor's fully paid documents in the Clear History form
You can use Clear History to clear comments for vendors, if you want. However, the Delete Inactive Records form automatically deletes the comments and statistics in the vendor records it deletes.
Delete remit-to locations for the vendor.

To identify inactive vendor records, print the Vendors report, selecting one or more of the Address, Profile, or Comment options.

The report shows which vendor records are inactive (on the first line for each vendor), and when the status was changed.

When you delete vendor records, you also delete vendor statistics and comments.

Deleting vendor groups

You can delete vendor groups.

To delete a vendor group, first assign its vendors to another group or delete them, as you cannot delete a vendor group to which vendors are assigned.

To discover whether vendors are still assigned to the group, print the Vendor Groups report, selecting the Group Members option.

Note that when you delete a vendor group, you also delete the vendor group statistics.

Deleting remit-to locations

Before you delete inactive remit-to locations, make sure there are no unposted transactions that use them. (You cannot edit and save a transaction with an inactive or deleted remit-to location; however, you can post it without errors.)