Solution Properties
Solution ID:
200427112324477
Last Modified Date:
Tue Jul 30 15:43:00 UTC 2024
Taxonomy Path:
Case category//How do I...//processing
Author:
[email protected]
How to delete a project
Description

NOTE: The Projects module is available in Sage 50 Accounts Professional. 

To keep your projects up to date, you can delete any old or unused project records. Before deleting you must make sure it:

  • Isn't linked to a purchase order.
  • Has no outstanding allocations.
  • Isn't linked to a sub-project that you can't delete.
  • Isn't linked as a sub-project to another project.
  • Has a status that allows you to delete it.

 Let's take a look at the steps.

Cause
Resolution

Delete a project

  • On the navigation bar, click Projects then select the project you want to delete and click Delete.
If you receive the message, 'Not all of the records selected were able to be deleted', to identify the reason, please follow the sections below.

Check project is linked to a purchase order

When a project is assigned to a purchase order or an item on a order, you can't delete the project record. To be able to delete the project record, you must either delete the purchase order, or amend the purchase order and remove the project reference and cost code.

How to check if a project is linked to a purchase order

  1. Click File and then Backup, and create a new backup of your data files.
  2. Download the Purchase Order with Project Reference report file.
  3. Back in Sage 50 Accounts, click File and then Restore.
  4. Restore the file you downloaded in step 2. 
  5. Go to Purchase Orders and click Reports.
  6. Select My Purchase Order Reports.
  7. Preview the Purchase Order List with Global Project Reference report.
  8. On the Criteria Values screen, change the first drop down box in Project Reference to IS.
  9. In the next box along, enter the project reference you want to delete.
  10. Click OK.
  11. Amend or delete the purchase orders listed on the report, you can find detailed instructions on how to do this below.
  12. Attempt to delete the project again after updating or deleting the purchase orders.

If you're still unable to delete the project, continue to the Check for oustanding allocations section below.

To amend a purchase order

  1. On the navigation bar click Purchase orders and select the order you want to amend then click Edit.
  2. Select the first product code and press F3 then amend the Project Ref and Cost Code as required then click OK.
  3. Repeat step 2 for all product lines.
  4. Click Save.

To delete a purchase order

  • On the navigation bar click Purchase orders and select the order you want to delete then click Delete then click Yes.

Whether you delete or amend your purchase order depends on the status of your order:

Order Status How to check How to resolve
Draft Check each order individually:
  1. On the navigation bar click Purchase orders and select the required purchase order then click Edit.
  2. Select the first product code and press F3, check there's no Project Ref or Cost Code showing then click OK.
  3. Repeat step 2 for all product lines.
  4. Click Save.

Alternatively you can amend and run the Purchase Order List report, found in Purchase orders > Reports > Purchase order details, to show criteria for project reference.

For help amending the report, please contact Sage Technical Support.

 Delete or amend the purchase order, removing the project reference and cost code.

 
On-order A purchase order that's on order shows as a committed cost against the project.

To check if there's a committed cost due to a purchase order:

  1. Run the following report:

    Projects > Reports > Committed Costs Per Project report.
  2. Check the Ord No./Ref column for any purchase order numbers.
 Delete or amend the purchase order, removing the project reference and cost code.
Complete, not issued A purchase order that's complete, but not issued, shows as a committed cost against the project.

To check if there's a committed cost due to a purchase order:

  1. Run the following report:

    Projects > Reports > Committed Costs Per Project report.
  2. Check the Ord No./Ref column for any purchase order numbers.
 Delete the purchase order.
Complete, issued To check for any purchase orders received against a project, run the following report:
  • Projects > Reports > Purchase Orders Received Per Project report.
 Delete the purchase order.

Check for outstanding allocations

  1. On the navigation bar click Projects and select the required project record then click Reports.
  2. Click Stock allocation then select Stock Allocations Per Project and click Preview.

Check project is linked to any sub-projects

    1. On the navigation bar click Projects and selected the required project record and click Edit.
    2. Click the Structure tab, check there are any sub-projects listed against the project.

To remove the sub-projects from the project, select the sub-project then click Remove the click Yes then click Save.

Check project is a sub-project of another project

  1. On the navigation bar click Projects then choose the Structure by name view and click Collapse all.
  2. If the project record doesn't show in the list it must be a sub-project of another project.
  3. Click Expand all.

    The project now shows under the project it's linked to.

Check the project status

By default you can only delete projects that have a status of COMPLETED.

To enable deletion of projects with other statuses:

  1. Click Settings and then click Configuration.
  2. Click the Project Costing tab.
  3. Select the relevant status in the Project Status section.
  4. Click Edit Status.
  5. Tick the Allow deletion checkbox, and click OK.
  6. Click OK.

 NOTE: Switching this option on disables new postings using that status type. We recommend you toggle the option back to Postings after you've finished. 

To check the status of your project records

  • On the navigation bar click Projects then choose the Standard view then click Clear.
The Status column shows the status of your projects.

To change the project record status to COMPLETED

  1. On the navigation bar click Projects and select the project you want to delete then click Edit.
  2. Click the Status drop-down and choose COMPLETED then click Save then click Close.

 

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