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 paycheques)

■	closed invoice

■	sale quotes and cards

■	activity slips

■	closed bills

■	purchase quotes and cards

■	timesheets

■	item movements

■	serial numbers

■	reminder logs

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. See ‘Single-user file locking for special tasks’.

1	Open the company file to be purged.

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

3	Go to any command centre.

4	Go to the File menu and choose Purge. Select from the list what you want to purge. A purge assistant appears.

5	Follow each step until all steps in the purge assistant is complete, then click Close.