The Clear Stock option

Summary

How to use the Clear Stock option in Sage 50 Accounts to remove product transactions.

Description

The Clear Stock option reduces the size of your data, making it easier to run reports and find transactions. You can run it as part of your month end or year end, or whenever you want to remove stock transactions. Let's take a look at what it does and how to run it.

Resolution

Before you start

Before you run Clear Stock, you should print your Product valuation and Product history reports and take at least one backup of your data.

CAUTION: If you use the Retrospective Product Valuation report, you shouldn't run Clear Stock as the stock activity is used to calculate the report values.

What happens when you run Clear Stock

When you run Clear Stock, all stock transactions that are complete and dated on or before the specified date are removed.

The following transactions are removed:

Stock movement	Type	Description
Out	AO	Adjustment out
	GO	Goods out
	MO	Movement out - Sage 50 Accounts Plus and Accounts Professional
	DO	Damages out - Sage 50 Accounts Plus and Accounts Professional
In	AI	Adjustment in
	GI	Goods in
	GR	Goods returned
	MI	Movement in - Sage 50 Accounts Plus and Accounts Professional
	DI	Damages in - Sage 50 Accounts Plus and Accounts Professional

If a transaction moves a quantity into stock, and that stock hasn't been fully used yet, that transaction is not removed from the product activity.

To run the Clear Stock option

Watch the video

Follow the steps

NOTE: This process isn't reversible. You should take at least one backup of your data before proceeding.

Click Tools, click Period End, click Clear Stock, then click Yes.
Select either Clear transactions on all stock record or Clear transactions on selected records.
If you select Clear transactions on selected records, select the required product records then click OK.
TIP: To select more than one record, hold down Ctrl while selecting.
Enter the date you want to clear the transactions up to then click Clear stock.
NOTE: The last date of the month prior to the current program date appears by default.
Complete the backup window as required, click OK, click OK, click OK, then click Close.

Reasons why transactions may not clear

After running clear stock, if transactions remain this is due to one or more of the following reasons.

They're dated after the date specified	Only stock transactions dated on or before the date specified are removed.
They're linked to a project record	If a transaction is linked to a project and you want to remove it you must delete the project record before you run Clear Stock.
There's a quantity left in stock	When you clear your stock, all complete transactions are removed from each product record. Any transactions that moved stock in which hasn't been fully used yet, remain on the activity. They show the original quantity in and the quantity used so far.
The quantity in stock is negative	If a product has a negative quantity in stock, no transactions are removed. You must adjust the stock back in before you run Clear Stock.