Purging information that is no longer needed

Purging is the process of removing data from your company file. After you have used your software for a long time, you will notice that the size of your company file has grown considerably.

caution :

You should be particularly careful about purging transactions that haven’t been included in your end-of-period reporting. After transactions are purged, they will no longer appear in any report.

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

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journal entries (including prior year paychecks)

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closed invoice

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sale quotes and cards

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activity slips

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closed bills

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purchase quotes and cards

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Special considerations for purging activity slips and timesheets

When purging activity slips and timesheets, note the following:

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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.

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

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

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If you purge a timesheet, any activity slips on the timesheet are also purged (only if an employee payment for the timesheet’s hours has been made using the Process Payroll assistant).

To purge information

caution : Purging multi-user company files

Purging a company file requires single-user access. See ‘Single-user file locking for special tasks’.

Open the company file to be purged.

Create a backup file. See ‘Backing up and restoring company files’.

Go to any command center.

Go to the File menu and choose Purge. Select from the list what you want to purge. A purge assistant appears.

Follow each step until all steps in the purge assistant is complete, then click Close.