Deleting Vendor Records

Sage 300 ERP

Deleting Vendor Records

Use the Vendors form to delete vendor records in Accounts Payable.

Before deleting vendor records

If you plan to delete a vendor record, you must first:

  • Post all outstanding transactions for the vendor.

  • Post transactions to reduce the vendor's account balance to zero.

  • Use the 1099/CPRS's icon to print 1099/CPRS forms for the vendor, if the vendor is subject to 1099/CPRS reporting. You can then use the Clear History form to clear 1099/CPRS information for the vendor.

  • Use the Clear History and Clear Statistics forms to clear all transaction details for the vendor.

  • Wait until payments posted to the account have cleared the bank and have been reconciled to the bank statement.

You can delete a vendor record if the account has a zero balance, no outstanding transactions, and all payments posted to the account have cleared the bank account and been reconciled for at least 45 days.

Before trying to delete a vendor record, you may prefer to assign the Inactive status to the record, to ensure that no further transactions are posted to it. You can then wait to delete the account until the end of the fiscal or calendar year, depending on the method you use to accumulate vendor statistics. This step will keep the year's statistics in balance for the vendor's group.

To delete an active vendor record

Use this method to delete a vendor record to which you have been posting transactions. The method keeps the vendor statistics in balance with the statistics in the vendor's group.

  1. Type the number for the vendor record you want to delete or choose it from the Finder.

  2.  Select the Inactive option.

  3. Choose Save to save your changes.

  4. At the end of your fiscal year or calendar year (depending on the type of year specified for vendor statistics in the Options form), use Delete Inactive Records in the Periodic Processing folder to delete the vendor record.

To delete an unused vendor record

Use this method to delete a vendor record if you added it by accident or if you have not yet posted any transactions to the account. You can delete an unused vendor record without affecting statistics for the vendor group to which you assigned the vendor.

  1. Type the number for the vendor record you want to delete or choose it from the Finder.

  2. Choose the Delete key.

  3. If you see a message asking you to confirm that you want to delete the record, choose Yes.