This is the second in a series of three webinars looking at how to remove old records and tidy up your accounts. In this session we'll discuss how to delete old records from Customers, Suppliers and Nominal codes.
This event has now taken place, but a recording is available:
Open the Webinar recordings article >
Handout from this session:
Clearing Customers, suppliers and Nominal codes Jan 23 handout.pdf
Open the Webinar recordings article >
Recent Q&A for this session
| Question | Answer |
| Can you run a report to find customers and suppliers that have no activity | If you run a Customer / Supplier Activity Detailed report for a particular date range, any customers / suppliers with no activity within that range will appear on the report flagged as having No transactions for the period. |
| If using the archive function being able to do annual and half yearly - is this based on your accounts Financial Year | A company archive can be created at any point in time - it doesn't need to be done at a particular point in the year but is often completed prior to running year end. |
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If we have updated the version of Sage since doing the archive, can we still open the archive?
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Yes - however you may be prompted that the data needs to be converted on logging in to the archive. |
| Can you reuse a nominal code if it has been made inactive? | Not when the code has been marked as "inactive" as by doing so the record is still there but maybe just hidden from view. You can reuse a nominal code after it has been deleted though.. |
| Would this be the same for deleting Products? | This can be slightly different you may need to look at doing a clear-stock first then deletion. We covered this in an earlier session but a recording is available > |
| How do I make many customers inactive? | Within the customer record, tick the inactive box. |
| Although I might want to clear transactions I don't want to lose them altogether in case of a Tax inspection | You can take an archive of your company data before deleting records. Read more > |
| Do all Sage users need to be logged off prior to archiving or clearing data? | Yes - these are program exclusive requests so all other users must be logged out for you to complete these processes.. |
| In order to clear a nominal code, is it possible to move entries in it to another code? In other words, combine two codes so as to be able to delete one. | You would need to journal these out but the clear audit trail would still need to be run to remove all history before you could remove it. |
| Do you recommend backing up before beginning this process? | Yes - I would always recommend taking a backup before any major change to your data. |
| Say I archive my date, then delete old transactions/customers etc - then a year later I archive my data again - does this new archive overwrite or update the old archive i.e. have permanently lost the transactions/customers that I deleted between the two archives? | It would create an additional archive so you'd have two. These would contain the respective data as at the point in time when the individual archives were created. |
| If a customer/supplier is marked as inactive is this the same view for all users in Sage or just the person who marked them inactive? | As you are marking the customer / supplier as inactive within your company data this will be inactive across all users. |