Purging information that is no longer needed

Purging is the process of removing data from your company file. After you have used your software for a long time, you will notice that the size of your company file has grown considerably.

caution :

You should be particularly careful about purging transactions that haven’t been included in your end-of-period reporting. After transactions are purged, they will no longer appear in any report.

The purging information procedure (below) applies if you are purging:

■	journal entries (including prior year paychecks)

■	closed invoice

■	closed bills

■	business contacts

■	reminder logs

■	activity slips

■	sales history figures

Special considerations for purging activity slips and timesheets

When purging activity slips and timesheets, note the following:

■	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.

■	You can purge a timesheet only if an employee payment for the timesheet’s hours has been made using the Process Payroll assistant.

■	If you purge activity slips, any slips with hours on timesheets are not purged. You must purge timesheets to purge those activity slips.

■	If you purge a timesheet, any activity slips on the timesheet are also purged (only if an employee payment for the timesheet’s hours has been made using the Process Payroll assistant).

To purge information

caution : Purging multi-user company files

Purging a company file requires single-user access.

1	Open the company file to be purged.

2	Create a backup file. See ‘Backing up and restoring company files’.

3	Go to the command centre to be purged. The information you can purge is dependent upon the command centre you are in. For example, if you are in the Sales command centre, you can only purge closed invoices.

4	Go to the File menu and choose Purge [...].

5	Click Continue and follow the instructions in the Purge [...] wizard.