Maintenance
To purge journal entries
Note: This task requires single-user access. See Single-user file locking for more information.
- 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.
- Open the Accounts Command Center.
- Choose Purge Journal Entries from the File menu to open the Purge Journal Entries window.
- Click the Back Up 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.) Click the Continue button.
Note: Make a backup before purging
- From the Purge Journal Entries BEFORE lists, choose the first month and the fiscal year for which you don't want to delete journal entries. Be especially careful when you select a month and the fiscal year--don't include an accounting period that isn't completely closed. All journal entries dated prior to the month of the fiscal year you select will be marked for purging.
Note: You can't purge payroll transactions entered during the current payroll year
Click the Continue button.
- Click each checkbox to indicate you don't want those transactions erased. (We recommend you don't erase any of these transactions.):
- Mark the Undeposited Funds checkbox if you don't want to erase receipts grouped with undeposited funds.
- Mark the Electronic Payments checkbox if you don't want to erase disbursements grouped with electronic payments.
- Mark the Pay Liabilities Accruals checkbox if you don't want to erase transactions that include funds that have been accrued from your employees' wages for deduction, employer expense or payroll tax payments but have not yet been paid.
Click the Continue button.
- 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 when purging sales and purchases!
- 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.
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