Whether you want to delete a Customer Masterfile or perform maintenance on your data, there are several requirements before a record can be deleted:
For a transaction:
it must be in a prior period, even if your Customers module is date based
the GST posting must have been made.
it cannot have a balance, ie: for an invoice payment must have been received or it was credited.
For a document:
its related transaction must have been deleted
For a Masterfile:
all related records must have been deleted including transactions, documents, GL Postings, BAS postings, etc
To delete records, follow these steps up to the point that deletes the records you want removed:
Pay outstanding balances.
Check for any outstanding balances.
Tip: Choose Customers, Reports, Periodical and select either the Customer Ageing Summary Report (Date-based) or Aged Trial Balance Summary (Period-based). Use link on the code field to go to the Customer Masterfile, then Trans F5 to review the transactions making up the balance.
Post general ledger transactions:
Choose General Ledger, Transactions, Other Modules, Post from Other Modules and post customer transactions.
Run BAS Update:
Choose Customers, Period End, Customer BAS, BAS Update and select the period to update.
Run Customers End of Period: You may need to wait until the end of the period if Period Based. If you run Customers as date-based you can run end of period at any time:
Choose Customers, Period End, End of Period, Customers and run End of Period rollover.
Delete transactions for the customer:
Choose Customers, Transactions, Customers, Delete Transactions and enter the Customer Range and Delete Transactions ranges to delete fully paid and updated transactions.
For Masterfile deletion, or to clean up your data: Delete all outstanding orders, standing orders, preferred products and proformas for the customer:
Orders:
Choose Customers, Transactions, Orders, Create or Modify and delete orders not processed or partially completed for the customer.
Standing orders:
Choose Customers, Transactions, Recurring Transactions, Standing Order Create and delete all standing orders for the customer.
Preferred products:
Choose Customers, Transactions, Templates, Preferred Products – Create and delete all preferred product list entries for the customer.
Pro-formas:
Choose Customers, Transactions, Templates, Pro Forma – Create or Modify and delete all pro forma product list entries for the customer.
Delete Transactions: delete all completed quotations, orders, invoices and credit adjustment notes for the customer:
Quotations:
Choose Customers, Transactions, Quotations, Delete and delete all quotations for the customer.
Orders:
Choose Customers, Transactions, Orders, Delete Completed Orders and delete all completed orders for the customer.
Invoices:
Choose Customers, Transactions, Invoices, Delete Document Details and delete all completed invoices, both printed and not yet printed.
Credit adjustment notes:
Choose Customers, Transactions, Credit Adjustment Notes, Delete Document Details and delete all completed credit adjustment notes, both printed and not yet printed.
Delete the customer:
Choose Customers, Masterfiles, Customers, Delete and delete the customer.
Delete a range of customers:
Choose Customers, Masterfiles, Customers, Bulk Delete, select Delete Customers and enter the required ranges. Note that all transactions for all customers in the range must first be deleted (as described above).
📌Note: If Customer Transaction records (Step 5) do not delete as you expect, typically older ones, please raise a new case online and reference the title of this article.