After you run your financial year end, it’s a great time to tidy up your accounts and remove any old, unwanted records.
Over the years you’ve probably built up a large number of customers or suppliers that you no longer deal with. Also, you hopefully have a large number of complete invoices and orders that you no longer need immediate access to. Removing these records, reduces the size of your data-set, speeds up your system and also makes it easier to find your remaining records.
Don’t worry, as part of the year end process you’ve hopefully archived your data, meaning you can access any deleted data anytime. However, if you’re unsure whether you made an archive when doing your year end, you can create one now.
To reduce the size of your data, you can use the following tools:
- Clear audit trail – remove old transactions up to a date of your choice. Find out more >
- Clear stock – remove old stock transactions up to a date of your choice. Find out more >
- Remove old customer and supplier records – remove old unused records. Find out more >
- Remove old invoices and orders – clear old product invoices, service invoices, sales orders and purchase orders. Find out more >
- Compress data – after deleting your transactions and records, compressing your data to reduce the size of your data files. Find out more >
Remember, if you do remove old transactions and records you must remain compliant with HMRC's record keeping rules.
If you have any questions or uncertainties, you can always post here in Sage City for advice from Sage technical support and other Sage software customers.
I always check to see if there are old balances that have not moved in the last 12 months often if there are then they can be written off or written back. It is easy to overlook things if you are busy…