After you've used MYOB Accounting Plus for a long time, you'll notice that the size of your company file has grown considerably. Information such as journal entries, invoices, purchases, activity slips and business contacts build up over time. When your company file has grown larger than you want it to, you may want to remove the parts of the data that are no longer needed from the file. The process of removing data from your company file is called purging.
Note: Purging is based on your current financial year setup
When you select the month before which you want to purge, Accounting Plus checks the current financial year of your company file and uses the selected month of your current financial year as the basis for deciding which transactions to purge. Before you purge, check the current financial year of your company file using the Company Information window. |
When you purge information from your records, you should plan out a strategy to do so. We strongly recommend that you purge your information in the following order:
Business contacts can be purged at any time.
You can purge activity slips that haven't been billed on invoices. 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.
Click below for the step-by-step procedure:
If you choose Purge Detail Only when purging sales and purchases the detail information that was entered in the scrolling list section of the sale or purchase will be removed; information, such as, ID number, date, customer or supplier name, memo, comment, salesperson and supplier invoice number or customer purchase order number for each closed sale and purchase will remain. The zoom arrow that appears before journal entries for these sales and purchases will be gray. Click the zoom arrow to display the window in which the original transaction was entered -- detail information mentioned above will not display. You won't be able to make any changes to this window.
If you choose Purge Entire Sale or Purge Entire Purchase, all information about the closed sales and purchases will be removed. The journal entry will remain in the Sales or Purchases Transaction Journal window, but no zoom arrow will appear; you'll no longer be able to display the window in which the original transaction was entered.
If you purged entire closed sales or purchases and you wish to also remove the journal entries for these closed transactions from the Sales or Purchases Journal, follow the steps for To purge journal entries.
Click below for the step-by-step procedure:To view purged information in the Sales Journal-if you purged detail only
To view purged information in the Purchases Journal-if you purged detail only