To purge closed bills

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

Print all the reports that you wish to keep that show the closed bills you’ll be purging. You might consider printing a copy of the Purchases Journal, which contains detailed information about all purchases.

Make a backup of your data 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.)

Open the Purchases Command Center.

Choose Purge Closed Bills from the File menu. The Purge Closed Bills window appears.

From the Purge Bills Closed BEFORE list, choose the first month for which you don’t want to remove closed bills. Be especially careful when you select a month—don’t include an accounting period that isn’t completely closed. All closed bills dated prior to the month you select will be marked for purging.

Choose to purge detailed information about closed bills only, or to purge entire closed bills. If you choose Purge Detail Only, the purchase ID number, date, vendor, shipping method, comment, shipping date, tax, freight, memo and vendor invoice number for each closed purchase will remain. If you choose Purge Entire Purchase, all information about the closed bills will be removed.

Click the Continue button. Another Purge Closed Bills window appears, listing all vendors in the Card File.

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

Click the Purge Closed Bills button.