You use the A/P Delete Inactive Records screen to remove obsolete vendor, vendor group, remit‐to location, and recurring payable records from Accounts Payable. This screen removes records only if they currently have an Inactive status and were set to Inactive within the range of dates you specify.
Before you start
- Assign Inactive status to all records you want to delete.
- To identify inactive vendor records, print the Vendors report, selecting the Address, Profile, and Recurring Payables options.
- Before you can delete a vendor record:
- Pay or settle all invoices and debit notes.
- Clear all fully paid documents for the vendor.
Note: You can use the Clear History and Clear Statistics screens to clear comments and statistics for the vendor. However, the Delete Inactive Records screen automatically deletes the comments and statistics for the vendor records it deletes.
- Delete remit-to locations and recurring-payable records for the vendor.
- To delete a vendor group, you must first either delete or reassign any vendors assigned to the group. To discover whether vendors are still assigned to the group, print the Vendor Group List, selecting the Group Members option.
To delete inactive records:
-
Accounts Payable > A/P Periodic Processing > Delete Inactive Records.
- Select the types of records you want to delete.
- Specify the ranges for each type of record.
- Type the range of dates for which to delete records.
- Click Process.
After deleting inactive records
Print new lists of the types of records you deleted to update your files with current information.