To purge journal entries

Please note that this task requires single-user access. See Single-user file locking for more information.

1. Print all the reports that you need to show the transactions you'll be purging. Account Transactions reports contain most of the information you probably want to retain.



2. Open the Accounts Command Center.



3. Choose Purge Journal Entries from the File menu to open the Purge Journal Entries window.



4. Click the Backup button to make a backup of your company file. Clearly mark this backup and put it in storage as part of your permanent records. (If you've just purged closed sales or purchases and made a backup during one of those procedures, it's not necessary to make another backup for journal entries.)



5. Click the Continue button. From the Purge Journal Entries BEFORE list, choose the first month for which you don't want to delete journal entries. Be especially careful when you select a month--don't include an accounting period that isn't completely closed. All journal entries dated prior to the month you select will be marked for purging.



6. Click the Continue button. Click the checkbox under Undeposited Funds if you don't want to erase receipts grouped with undeposited funds. Click the checkbox under Electronic Payments if you don't want to erase disbursements grouped with electronic payments.



7. Click the Continue button. The next window will list all the accounts in your accounts list.



8. From the list of accounts, select the accounts whose unreconciled journal entries you don't want to purge. Typically, you should select the accounts you regularly reconcile in the Reconcile Accounts window.

Note:  Marking entries you don't want to purge is the opposite of what you do with sales and purchases!

9. Click the Purge Journal Entries button. The journal entries for the time frame you specified and for the accounts you didn't select in this window will be purged.