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The Clear Stock option

Created on  | Last modified on 

Summary

This guide explains how to use the Clear Stock option in Sage 50cloud 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.

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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.  

  1. Click Tools, click Period End, click Clear Stock, then click Yes.
  2. 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. 
  3. 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. 
  4. Complete the backup window as required, click OKclick 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.

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