Maintenance

To purge closed bills

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

Note:  If you want to purge closed sales or purchases that resulted in negative inventory

  1. Print all the reports you need to show the closed bills you'll be purging. You might consider printing a copy of the Purchases Journal, which contains detailed information about all purchases.


  2. Open the Purchases Command Center.


  3. Choose Purge Closed Bills from the File menu. The Purge Closed Bills window appears.


  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 and made a backup during that procedure, it's not necessary to make a second backup for purchases.)


    Note:  Make a backup before purging
  1. Click the Continue button. From the Purge Bills Closed BEFORE lists, choose the first month and the fiscal year for which you don't want to delete closed bills. Be especially careful when you select a month and the fiscal year - don't include an accounting period that isn't completely closed. All closed bills dated prior to the month of the fiscal year you select will be marked for purging.


  2. Choose to purge detailed information about closed bills only, or to purge entire closed bills. If you choose Purge Detail Only, the purchase ID number, date, vendor, shipping method, comment, shipping date, tax, freight, memo and vendor invoice number for each closed purchase will remain. If you choose Purge Entire Purchase, all information about the closed bills will be deleted.


  3. Click the Continue button. The next window lists all vendors in the Card File.


  4. From the list of vendors, select the vendors whose closed bills you want to purge. If you wish to keep closed bills for any vendors, remove the x that appears next to each of the vendors' names by clicking it.


  5. Click the Purge Closed Bills button.


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