Requirements for a transaction/Masterfile to delete
Whether you want to delete a Supplier Masterfile or perform maintenance on your data, there are several requirements before any of these records can be deleted:
For a transaction:
it must be in a prior period, even if your Suppliers module is date based.
the GST posting for a transaction must have been made.
it cannot have a balance, ie: for an invoice, either payments, credit notes or adjustments must have been allocated to the invoice for the full value so that its balance is zero.
For each of the 'Delete' functions in Attaché, you can use the Ranges options to delete multiple transactions (i.e. Supplier Range, Document Number Range, Date Range, Delivery Date Range).
For a document (Invoices and Credit Notes): its related transaction must have been deleted first.
For a Masterfile: all related records must have been deleted including transactions, documents, GL Postings, BAS postings, etc.
Data Maintenance - Deleting transactions
To maintain your data, you should regularly delete transactions so that your data files do not grow too large. To delete records, follow these steps up to the point that deletes the records you want removed:
1. Complete outstanding Goods Received and Goods Returned Notes that should no longer be outstanding.
Goods Received Notes:
To see a list of outstanding goods received notes for the supplier, choose Suppliers, Transactions, Goods Received, Look Up and then use Find F2 in the Goods Received No field to look up the goods received notes.
Any outstanding goods received notes need to be read into a supplier invoice:
Choose Suppliers, Transactions, Invoices, Create or Modify and select the Supplier Code and enter an invoice number.
Choose Yes when asked if you want to read in goods received notes and then select the GR numbers.
📌Note: A supplier credit adjustment note or supplier payment may need to be processed to clear this balance.
Goods Returned Notes:
To see a list of outstanding Goods Returned Notes for Suppliers, choose Suppliers, Transactions, Goods Returned, Look Up and then use Find F2 in the Goods Returned No field to look up the Goods Returned Notes.
Any outstanding Goods Returned Notes need to be read into Supplier Credit Adjustment Notes, choose Suppliers, Transactions, Credit Adjustment Notes, Create and select the Supplier Code and enter a S/Credit Adj. Number. Choose Yes when asked if you want to read in Goods Returned Notes and then select the GR numbers.
📌Note: A supplier invoice may need to be processed to clear this balance.
2. Pay outstanding balances
📌Tip: Choose Suppliers, Reports, Periodical and select either the Supplier Ageing Summary Report (Date-based) or Aged Trial Balance Summary (Period-based).
3. Post general ledger transactions
Choose General Ledger, Transactions, Other Modules, Post from Other Modules and post Suppliers and Purchasing transactions.
📌Note: If you have never posted purchases to the general ledger you should delete the postings.
To delete the Purchasing general ledger postings: Choose General Ledger, Reports, Transactions, Delete Other Modules Posting and select Purchasing, then choose Accept F9.
4. Run BAS Update (for Australia) or GST Return Update (for New Zealand)
Choose:
Australia: Suppliers, Period End, Supplier BAS, BAS Update.
New Zealand: Suppliers, Period End, Suppliers, GST Return (NZ), GST Return Update.
Select the period to update in Post to Period.
Enter a Date Range if required.
Update F9 to apply records to a BAS or GST Return.
5. Run Suppliers End of Period
Choose the appropriate scenario:
Period Based: Skip this step. You have done this already.
Date Based: If your Suppliers module is Date Based you will need to run and End of Period so that Transactions can be deleted. Doing this will have no visible effect on your Suppliers.
Choose Suppliers, Period End, End of Period, Suppliers and run End of Period.
6. Delete transactions for the supplier
Choose Suppliers, Transactions, Suppliers, Delete Transactions.
Enter the Supplier Range, the Delete Paid Invoices date range and select Delete Printed Remittance Advices to delete transactions for the supplier.
📌Note: that Remittance Advices will only delete if they have been printed.
Use Suppliers, Transactions, Pay Selections, Remittance Advices to ensure all Remittance Advices have been printed.
7. Delete all outstanding purchase orders and standing orders for the supplier:
Purchase orders: Choose Suppliers, Transactions, Purchase Orders, Create or Modify and delete active or partially completed purchase orders.
📌Note: To complete a partially active purchase order line, select the active product line and choose Complete (F6).
Standing orders: Choose Suppliers, Transactions, Standing Orders, Delete Standing Order and delete all standing orders for the supplier.
8. Delete all printed cheques:
Choose Suppliers, Reports, Payments, Cheques Printed Report and run the report.
Choose Yes to Okay to delete Printed Cheque Files?
9. Delete completed documents
Purchase orders: Choose Suppliers, Transactions, Purchase Orders, Delete Completed and delete completed purchase orders for the supplier.
Goods received notes: Choose Suppliers, Transactions, Goods Received, Delete Completed and delete completed goods received notes for the supplier.
Invoices: Choose Suppliers, Transactions, Invoices, Delete Completed and delete completed invoices for the supplier.
Goods returned notes: Choose Suppliers, Transactions, Goods Returned, Delete Completed and delete completed goods returned notes for the supplier.
Credit adjustment notes: Choose Suppliers, Transactions, Credit Adjustment Notes, Delete Completed and delete completed credit adjustment notes for the supplier.
Deleting Supplier Masterfiles
To delete Supplier Masterfiles, ensure ALL steps above are complete (if applicable) then do either:
To delete individual Masterfiles: Choose Suppliers, Masterfiles, Suppliers, Delete and delete the supplier.
To delete a range of Masterfiles: Choose Suppliers, Masterfiles, Suppliers, Bulk Delete, select Delete Suppliers and enter the required ranges. Note that all transactions for all suppliers in the range must first be deleted (as described above).