Purging information that is no longer needed

Purging is the process of removing data from your company file. After you have used software for a long time, you will notice that the size of your company file has grown considerably. When your company file has grown larger than you want it to, you can purge, that is remove information that is no longer needed. After transactions are purged, they will no longer appear on any report.

The procedure for purging information (below) applies if you are purging:

■	journal entries

■

sales

■

purchases

■	business contacts

■	reminder logs

■	activity slips

■	sales history figures.

note : [ AccountEdge Plus only] Payroll journal entries are not purged

Payroll journal entries are needed to print your payroll tax forms. When you purge journal entries, the payroll entries are not removed.

Purging activity slips and timesheets

When purging activity slips and timesheets, note the following:

■	If you’ve billed an activity slip on an invoice, you can purge that activity slip only if the invoice on which it was billed has been purged.

■	You can purge a timesheet only if an employee payment for the timesheet’s hours has been made using the Process Payroll assistant.

■	If you purge activity slips, any slips with hours recorded on timesheets are not purged. You must purge timesheets to purge those activity slips.

■	If you purge a timesheet, any activity slips with hours recorded on the timesheet are also purged. Note that only timesheets for which an employee has been paid can be purged.

To purge information

1	Open the company file to be purged.

2	Create a backup file. See To make a backup of your company file.

3	Go to the command centre you want to purge information for. The information you can purge is dependent upon the command centre you are in. For example, if you are in the Sales command centre, you can only purge closed invoices.

4	Go to the File menu and choose Purge [...].

5	Click Continue and follow the instructions in the Purge [...] wizard.