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Attaché Accounts: Delete Product Masterfiles

Updated over 3 months ago

To delete a product Masterfile and all related records, you need to carry out a list of pre-deletion tasks for customers, suppliers, and products prior to deleting it.
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Before you commence the pre-deletion steps, Take an archive backup. See: create an archive and find the archive file.

Customers pre-deletion steps for each product that you want to delete

  1. Run a Customer BAS Update:

    • (Customers, Period End, Customer BAS, BAS Update) for Australia.

    • GST Return Update (Customers, Period End, GST Return (NZ), GST Return Update) for New Zealand.
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  2. Delete outstanding customer transactions:

    • Orders.

    • Standing Orders.

    • Preferred Products.

    • Pro-formas.

    • Kits.
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  3. Delete all completed customer quotations:

    1. To see a list of quotations that contain the product, choose Transactions, Customers, Quotations, Lookup and then use Find (F2) in the Quotation Number field to look up the product code.

    2. Note down the transaction numbers.

    3. Choose Transactions, Customers, Quotations, Delete and delete completed quotations that contain the product.
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  4. Delete all completed customer orders:

    1. To see a list of orders that contain the product, choose Transactions, Customers, Orders, Look Up and then use Find (F2) in the Order Number field and look up the product code.

    2. Note down the transaction numbers.

    3. Choose Transactions, Customers, Orders, Delete Completed Orders and delete completed orders that contain the product.
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  5. Post general ledger transactions for Customers:

  6. Sales Analysis:

    1. If using Attaché Accounts and Sales Analysis is applied (in Customer Invoicing Options).

    2. In Transactions, update the Sales Analysis report and delete the transaction file.

    3. Choose Transactions, Customers, Sales Analysis, Update Reports and run the update. When asked if you want to delete the transaction file, choose Yes.

    4. In Period End, update the Sales Analysis report: Choose Period End, Customers, End of Period, Sales Analysis, select the End of Year Update checkbox and run the update.
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  7. Run Customer End of Period:

    1. Go to Transactions, Customer, Customers, Delete Transactions.

    2. Enter the Customer and the Transaction Date ranges and delete transactions for the customer.
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  8. Delete transactions for customers who have purchased the product:

    1. Go to Transactions, Customers, Customers, Delete Transactions

    2. Enter the Customer and the Transaction Date range and delete transactions for the customer.
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  9. Delete all completed customer invoices:

    1. To see a list of invoices that contain the product, choose Transactions, Customers, Invoices, Look Up, and then use Find (F2) in the Invoice No field and look up the product code.

    2. Choose Transactions, Customers, Invoices, Delete Document Details and delete the lines (or entire transactions) of completed invoices, both printed and not printed, that contain the product.
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  10. Delete all completed credit adjustment notes:

    1. To see a list of credit adjustment notes that contain the product, choose Transactions, Customers, Credit Adjustment Notes, Look Up and then use Find (F2) in the Credit No field to look up the product code.

    2. Choose Transactions, Customers, Credit Adjustment Notes, Delete Document Details and delete completed credit adjustment notes, both printed and not printed, that contain the product.
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  11. Complete outstanding goods received notes:

    1. To see a list of outstanding goods received notes for the supplier, choose Transactions, Suppliers, Goods Received, Look Up and then use Find (F2) in the Goods received No field to look up the goods received notes.

    2. Any outstanding goods received notes need to be read into a supplier invoice. Choose Transactions, Suppliers, Invoices, Create and select the supplier code and enter an invoice number.

    3. Choose Yes when asked if you want to read in goods received notes and the select the GR numbers.

      📌Note: A Supplier credit adjustment note, or supplier payment may need to be processed to clear this balance.

  12. Pay outstanding balances: Clear outstanding balances for customers that have purchased the product.


Suppliers' pre-deletion steps for each product that you want to delete

  1. Run BAS Update:

    1. For Australia, choose Period End, Suppliers, Supplier BAS, BAS Update. For New Zealand choose Period End, Suppliers, GST Return (NZ), GST Return Update, and select the period to update.

    2. Choose Setups, Company, Options, Tax Options and set the Post to BAS or Post to GST check box to No.

      📌Note: Once you are finished deleting supplier Masterfiles, return to Tax Options and set Post to BAS (or Post to GST) back to Yes.

  2. Delete all outstanding supplier requisitions:

    1. To see a list of requisitions that contain the product, choose Transactions, Suppliers, Requisitions, Look Up.

    2. Use Find (F2) in the Requisition Number field to look up the product code.

    3. Choose Transactions, Suppliers, Requisitions, Create or Modify and delete active or partially completed requisitions that contain the product.
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  3. Delete all outstanding purchase orders:

    1. To see a list of purchase orders that contain the product, choose Transactions, Suppliers, Purchase Orders, Look Up and then use Find (F2) in the Purchase Order Number field to look up the product code.

    2. Choose Transactions, Suppliers, Purchase Orders, Create or Modify and delete active or partially completed purchase orders that contain the product.
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  4. Delete all outstanding standing orders:

    1. To see a list of standing purchase orders that contain the product, choose Transactions, Suppliers, Standing Orders, Look Up Standing Order.

    2. Use Find (F2) in the Purchase Order Number field to look up the product code.

    3. Choose Transactions, Suppliers, Standing Orders, Create Standing Order and delete standing purchase orders that contain the product.
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  5. Delete all printed cheques: Choose Reports, Suppliers, Payments, Cheques Printed Report and run the report. When closing the report, choose Yes to Okay to delete Printed Cheque Files?
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  6. Delete all completed purchase orders for suppliers of this product:

    1. To see a list of purchase orders that contain the product, choose Transactions, Suppliers, Purchase Orders, Look Up.

    2. Use Find (F2) in the Purchase Order Number field to look up the product code.

    3. Choose Transactions, Suppliers, Purchase Orders, Delete Completed and delete completed purchase orders that contain the product.
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  7. Delete all goods received notes for suppliers of this product:

    1. To see a list of goods received notes that contain the product, choose Transactions, Suppliers, Goods Received, Look Up.

    2. Use Find (F2) in the Goods Received Number field to look up the product code.

    3. Choose Transactions, Suppliers, Goods Received, Delete Completed and delete completed goods received notes that contain the product.
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  8. Post general ledger transactions for Purchasing and Suppliers: If you have never posted purchasing transactions to the general ledger, you should first delete the postings.

    1. To delete the general ledger postings, choose Reports, General Ledger, Transactions, Delete Other Modules Posting and select Purchasing, then choose Accept (F9).

    2. Once done, choose Transactions, General Ledger, Other Modules, Post from Other Modules and post purchasing and supplier transactions.
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  9. Run Suppliers End of Period: Choose Period End, Suppliers, End of Period, Suppliers and run End of Period.
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  10. Delete transactions for suppliers who have supplied the product:

    1. Choose Transactions, Suppliers, Suppliers, Delete Transactions.

    2. Enter the Supplier, Transaction Date range and select the Delete printed Remittance Advices checkbox to delete transactions for the supplier.
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  11. Delete all completed invoices for suppliers of this product:

    1. To see a list of invoices that contain the product, choose Transactions, Suppliers, Invoices, Look Up.

    2. Use Find (F2) in the Invoice Number field to look up the product code.

    3. Choose Transactions, Suppliers, Invoices, Delete Completed and delete completed invoices that contain the product.
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  12. Delete all completed goods returned notes for suppliers of this product:

    1. To see a list of goods returned notes that contain the product, choose Transactions, Suppliers, Goods Returned, Look Up.

    2. Use Find (F2) in the Goods Returned Number field to look up the product code.

    3. Choose Transactions, Suppliers, Goods Returned, Delete Completed and delete completed goods returned notes that contain the product.
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  13. Delete all completed credit adjustment notes for suppliers of this product:

    1. To see a list of credit adjustment notes that contain the product, choose Transactions, Suppliers, Credit Adj. Note, Look Up.

    2. Use Find (F2) in the Credit Adj. Note Number field to look up the product code.

    3. Choose Transactions, Suppliers, Credit Adj. Note, Delete Completed and delete completed credit adjustment notes that contain the product.


Products pre-deletion steps for each product that you want to delete

  1. Check that the Quantity available on hand for the product is zero:

    1. Choose Masterfiles, Products, Products (or Services), Enquire.

    2. Check that the Quantity on hand for the product is zero.

    3. If not zero, process a Stock Adjustment.

  2. Post general ledger transactions for Products: Choose Transactions, General Ledger, Other Modules, Post from Other Modules and post Product transactions.

  3. Run Product End of Period: Choose Period End, Products, End of Period, Products and run End of Period.

  4. Delete transactions for the product:

    1. Choose Transactions, Products, Products, Delete Transactions.

    2. Enter the Product and the Transaction Date range and delete updated transactions.


To delete a product once the pre-deletion steps have been completed

After running ALL of the Pre-deletion steps above for Customers, Suppliers, and Products, choose Masterfiles, Products, Products (or Services), Delete to delete the product.


To delete a range of products once the pre-deletion steps have been completed

After running ALL of the Pre-deletion steps above for Customers, Suppliers, and Products:

  1. Choose Masterfiles, Products, Products (or Services), Bulk Delete.

  2. Select Delete Products and enter the required ranges.

Related Articles
Attaché Accounts: Display the newest to oldest transaction order in Customer and Supplier transaction Lookup screens
Attaché Accounts: Reverse a supplier invoice
Attaché Accounts: Supplier Transactions help and user guides
Attaché Accounts: The Supplier register
Attaché Accounts: Deleting Supplier Transactions and Masterfiles
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