Purging in AccountEdge 2016

In AccountEdge you have the ability to purge information that is no longer needed. Purging will likely make a company file smaller and will remove references to disused customers, employees, vendors, and items. Those cards can thereafter be removed. Multiple cards can be removed at a time by highlighting the cards in the Cards List window, and selecting Delete from the Edit menu at the top of the screen.

You can find further information on purging here.

AccountEdge 2016 added the ability to purge quotes, customers and vendors.

Purging Quotes

To purge quotes:

  1. Backup the company file
  2. Go to File > Purge > Sales Quotes and Cards or Purchase Quotes and Cards
  3. Click next
  4. Select a date so that you will not keep any sale for this customer
  5. Put a check next to the quote you would like to purge or select all and click purge quotes
  6. Click next through the rest of the process and purge

Purging Leads

To Purge Leads we first need to make sure that the lead has no outstanding Quotes for them. You can use the Purge Quotes process above.

To purge Leads:

  1. Backup the company file
  2. Go to File > Purge > Sales Quotes and Cards
  3. Click next and next again
  4. Switch from All Cards to All Leads
  5. Click next through the rest of the process and purge

Purging Vendors

This process is similar to deleting/purging customers. First make sure that the Vendor has nothing outstanding (open Bill, orders, quotes, Debit memos ). To do this:

  1. Go to Reports > Index to Reports
  2. Click on the Purchases tab
  3. Scroll down until you see the bold heading Vendor
  4. Customize the “Vendor Purchase Detail" report
  5. Select the specific Vendor in question, the date range 1/1/1990 to 12/31/9999, and the Purchase Status "All Bills”
  6. Any open Bills will need to be closed, any quotes deleted (you can use the Purge Quotes feature listed above), any orders either deleted or closed and all Debits either issued or deleted. If any payments had to be made against these Purchases you will need to Start a New Fiscal Year

If you didn't find any open Purchases you can try just purging Purchases:

  1. Backup the company file
  2. Go to Purchases > File > Purge Closed Bills.
  3. Click next
  4. Select a date so that you will not keep any Bill for this Vender. Select to purge the entire Bill
  5. Click next through the rest of the process and purge

If you can't delete the Vendor after doing this it means you will need to Start a New Fiscal Year. Please note that once you have closed a Fiscal Year you can no longer change or make any entries in that year. Make sure you backup before doing so. There are certain screens during the Start a New Fiscal Year process that are necessary for deleting old Vendors and more information can be found here.

Purging Customers

This process may require Starting a New Fiscal Year. To purge Customers we first need to make sure that the customers has no outstanding sales.

To do this:

  1. Go to Reports > Index to Reports
  2. Click on the Sales tab
  3. Scroll down until you see the bold heading Customer
  4. Customize the "Customer Sales Detail" report
  5. Select the specific customer in question, the date range 1/1/1990 to 12/31/9999, and the Sales Status "All Sales"

Any sales would need to be deleted - if you only have Quotes attached to this customer you can follow the Purging Quotes process listed above. After any sales have been deleted and any quotes purged:

  1. Backup the company file
  2. Go to File > Purge > Sales Quotes and Cards
  3. Click next and next again
  4. Switch from All Cards to All Customers
  5. Click next through the rest of the process and purge

If you can't delete the Customer after doing this it means you will need to Start a New Fiscal Year. Please note that once you have closed a Fiscal Year you can no longer change or make any entries in that year. Make sure you backup before doing so. There are certain screens during the Start a New Fiscal Year process that are necessary for deleting old Cendors and more information can be found here.