To purge closed purchases

If you haven't already read the Month-end Procedures Overview, see Purging information that's no longer needed for more information.

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

  1. Print all the reports that you wish to keep that show the closed purchases you'll be purging. You might consider printing a copy of the Purchases Journal, which contains detailed information about all purchases.
  2. 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.)
  3. Open the Purchases Command Centre.
  4. Choose Purge Closed Purchases from the File menu. The Purge Closed Purchases window appears.
  5. From the Purge Purchases Closed BEFORE list, choose the first month for which you don't want to remove closed purchases. Be especially careful when you select a month-don't include an accounting period that isn't completely closed. All closed purchases dated prior to the month you select will be marked for purging.
  6. Choose to purge detailed information about closed purchases only, or to purge entire closed purchases. If you choose Purge Detail Only, the purchase ID number, date, supplier, delivery method, comment, delivery date, VAT, freight, memo and supplier invoice number for each closed purchase will remain. If you choose Purge Entire Purchase, all information about the closed purchases will be removed.
  7. Click the Continue button. Another Purge Closed Purchases window appears, listing all suppliers in the Card File.
  8. From the list of suppliers, select the suppliers whose closed purchases you want to purge. If you wish to keep closed purchases for any suppliers, remove the x that appears next to each of the suppliers' names by clicking it.
  9. Click the Purge Closed Purchases button.