The Clear Audit Trail option

The Clear Audit Trail option deletes transactions, which meet certain criteria. An opening balance journal shows the balance of these deleted transactions. You can view the removed transactions on the Audit Trail Historic reports.

Criteria

Clear Audit Trail removes all transactions that meet the following criteria:

• Dated on or before the date you specify
• Date to be before your current financial year
• Fully paid
• VAT reconciled, if applicable
• Bank reconciled, if applicable
• CIS Reconciled, if applicable
• Allocated transactions. The linked transactions must also meet the criteria

Transactions that don't meet the criteria remain in the audit trail.

In addition to clearing your audit trail, you can remove any unwanted quotations, invoices, credits and orders. 

To run the Clear Audit Trail

1. On the computer that holds your data, click Tools then click Period End and Clear Audit Trail.
2. Enter the date you want to clear transactions up to and click Clear audit trail.
3. Back up your data.
4. Check your data is in good health when the software prompts you.
5. Take an archive of your company data so you can view removed transactions anytime.
6. Click OK, then Close and click Close to view the removed transactions.

You've now cleared your audit trail up to and including the specified date. To reclaim disk space after removing transactions, you can compress your data.

To check the number of transactions remaining on the audit trail:

• Click Help then About and under Data Information check Splits

Postings

When you run a Clear Audit Trail, an opening balance journal posts to your nominal codes replacing the removed transactions.

Transactions not removed

Find out why transactions remain on your audit trail after running the clear audit trail process.

What next?

After removing old transactions, you can remove old, unused records, invoices and orders:

• Use our Data management feature to notify you of data volumes and automatically remove records
• Delete records 
• Delete Invoices and orders
• Delete Purchase orders