Clearing Client Paid Transactions with Sage 50 Cloud, how?

HI all,

Our business has some long term clients, with a huge list of invoices and payments.  To prevent the client statement from getting too long, every year we clear the old data, to reduce the length of our receivables->client aged report.  We need to mail these statements to our clients periodically.  

We have been using Sage 50 Premium for many years.  The process always worked flawlessly before.  This year we switch over to Sage 50 Cloud.  The program itself is still being run on our PCs, but the data file is now online with Sage.

Just like before, we first linked & applied all old transactions, invoices and payments.  These transaction zero each other out.  Next as before we do maintenance->clear data->clear paid transactions->clear paid client transactions

Then we select one client as an example, and attempt to clear.  We did click "clear lookup data from all paid transactions".

To our dismay, the client statement stayed just as long with all the old data!  The data in them is cleared (when we double click them, the old data said "There is no data to Report".  But the client statement didn't reduce in size and still  include all the old invoices and payments listed.  As I mentioned we must be able to get rid of these old invoices and payments once a year, else the statement is too long.  I don't see any reason why this didn't work, except that we switched to Sag 50 Cloud this year.  Everything we did was the same as before, and it used to work.

We don't want to attempt to clear any other client's data, until we get this client's statement working.

Thanks for your help!

  • I have no experience with using Remote Data Access but I understand some things cannot be done if you are still sharing the file.  It is possible you need to unshare before you can do some things like removing data.

    However, can you have a look at the Statement options in the image below.  You can find this under Setup, Settings, Receivables, Options.

    If you are using the second one, you should consider the first one marked by the red arrow.  I always use Zero in the box so fully paid transactions are not shown on the statements.  Will this help you keep your historical data and still get a statement that shows pertinent information?

  • Hi Richard.  Thanks for your reply.  Unfortunately that (changing the days to 0) didn't help.  The client aged report still shows the old transactions, some as old as 2018.  These transactions are indeed cleared, because we don't see them anymore when we use "Receipts" for this client.  

  • Hi all,

    I want to add that, when we first cleared the data, we didn't click "Clear Lookup Data for All Paid Transactions". Now their actual data is gone (It says "There is No Data to Report" if we double-click these entries), but their look-up data remains, so they stay on the the client's statement.  For some reason, in this status, Sage cannot read them properly and can no longer delete the read data.  Is there a way to fix this and delete the read data?  Thanks!

  • I am confused.  Your first post indicates

    To prevent the client statement from getting too long

    Did my suggestion to remove the fully paid transactions from the Customer Statement?  Are you actually running the statement from Reports, Receivables, Customer Statements (option at the bottom - see first image below).

    A different problem is how to remove paid transactions from the customer aged report.  You need to use a different reporting option on the report (See the second image below).

    Customer Aged Reports and Customer Statements are different things according to the program.

    The Receipts module has an option to Include Fully Paid Transactions on the Receipt menu.

  • According to the program...

    Paid Transactions = what you see in the Customer Aged report, customer payment and credit history.

    Lookup Data = what you see in the Sales Data entry screen when you enter a sales invoice, lookup and reprint invoices.

    You can clear paid transactions and still keep the lookup data so you can see what was on the invoice and reprint it if necessary.

    You can clear lookup data so you can't see the detail of the invoice but still see the paid transactions so you can still see the payment and credit history of the customer/client.

    Transactions, paid or not fully paid show on the Customer Statement (according to the menu option I posted earlier).  If you clear them, you can't see the customer payment history.  You can use the statement options to decide not to show them but still have them in the Customer Aged Detail report so you can see their credit worthiness and payment history.

    I know this doesn't exactly help you with why the information didn't get cleared while you are running in Remote Data Access mode.  As I mentioned before I have no experience with it.  However, it appeared you were only trying to clear the data because you didn't know about these other options.  Therefore I thought knowing about them may give you the option of which way you wished to continue in the future.

    I was also assuming when you said

    Just like before, we first linked & applied all old transactions, invoices and payments.  These transaction zero each other out.


    we don't see them anymore when we use "Receipts" for this client. 

    that the transactions were indeed considered paid by the program.  This is normally the main reason transactions cannot be cleared.  Some people think that when a customer no longer owes money, that there are no "unpaid" transactions.  However, the program will allow you to post a $100 invoice and a -$100 invoice that totals zero, neither are paid until you use Receipts to apply the negative invoice against the positive invoice.

    You indicated you did not get caught by this possibility.  The only other reason for clearing data not working that I can think of is that Remote Data Access is preventing it.  Hopefully someone else with some experience with RDA will help out if you wish to continue to delete the data.