How to Delete Inactive Records in Accounts Receivable for Sage 300

Before You Start

  • Assign Inactive status to all records you want to delete.
  • To identify existing inactive customer records, print the Customer List report.
    To include only inactive customers on the report, select records by status, and then specify Inactive in the From and To fields.
  • Before you delete a customer record, you must:
    • Clear all the customer’s fully paid documents.
      You can use the Clear History and Clear Statistics screens to clear comments and statistics for the customers. However, the Delete Inactive Records screen automatically deletes the comments and statistics for the customer records it deletes.
    • Delete ship-to locations and recurring-charge records for the customer.
  • Before you delete a customer group, either delete or reassign any national accounts and customers assigned to the group.
    To discover whether customers are still assigned to the group, print the Customer Group List, selecting the Group Members option.
  • Before you delete a national account, delete all the customers assigned to the account, or assign them to other national accounts.
    To identify the customers assigned to a national account, print the National Account List, selecting the Members option.
  • Before you delete inactive salesperson records, make sure that no sales splits are assigned to the salespersons in customer records and that no unposted transactions use the salesperson numbers you want to delete.

To delete inactive records:

  1. Open Accounts Receivable > Periodic Processing > Delete Inactive Records.
  2. Select the types of records you want to delete.
  3. Specify the ranges for each type of record.
  4. Type the range of dates for which to delete records.
    Tip: If you do not want to delete all the records of the types you select for the same range of dates, use the screen more than once, as needed, to delete each type of record for the relevant dates.
  5. Click Process.

After removing inactive records

Print reports for the types of records you deleted to update your files with current information.