To purge closed invoices

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.

Warning: Purging information will change the way you view your financial activity

Various types of information, including journal entries, closed sales and purchasing transactions, activity slips and contact logs, can be removed from a data file. The information you can remove won’t prevent you from keeping accurate financial records, but removing some types of information could change the way you analyze your information. We suggest you carefully consider the results of purging data from your data file before you do so. Although you can recover the information from a backup copy of the data file, the process may take more time and effort than you’re willing to invest.
  1. Print all the reports that you wish to keep that show the closed sales you’ll be purging. You might consider printing a copy of the Sales Journal, which contains detailed information about all sales.

  2. Make a backup of your data file. Clearly mark this backup and put it in storage as part of your permanent records.

  3. Open the Sales Command Center.

  4. Choose Purge Closed Invoices from the File menu. The Purge Closed Invoices window appears.

  5. From the Purge Invoices Close BEFORE list, choose the first month for which you don’t want to remove closed invoices. Be especially careful when you select a month—don’t include an accounting period that isn’t completely closed. All closed invoices dated prior to the month you select are marked for purging.

  6. Choose to purge detailed information about closed invoices only, or to purge entire closed invoices.

  7. Click the Continue button. Another Purge Closed Invoices window appears, listing all customers in the Card File.

  8. From the list of customers, select the customers whose closed sales you want to purge. If you wish to keep closed invoices for any customers, remove the x that appears next to each of the customers’ names by clicking it.

  9. Click the Purge Closed Invoices button. The closed invoices for the time frame you specified and for the customers you selected in this window will be removed.

To purge closed invoices