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Delete customer and supplier records

Created on  | Last modified on 

Summary

How to remove a customer or supplier record in Sage 50 Accounts.

Description

If you no longer use a customer or supplier record, you can delete it. If the record still has a balance or activity, you can hide it.

Resolution

Delete a customer or supplier record

  1. Open the relevant module.
  2. Select the records you want to delete.
  3. Click Delete then click Yes.

CAUTION: After deleting records, back up your data and compress the relevant module.

The reasons why you can't delete a record are in the section below, and how to resolve them. Alternatively, hide records that you can't delete.

Reasons you can't delete a record

Reason What to check Solution
There's a balance
  • In Customers, check the Balance column.
  • In Suppliers, check the Balance column.
 Clear the balance either by allocating transactions together in the bank or by posting a payment, receipt or credit. Once there’s no outstanding balance, to remove the transactions you need to run Clear Audit Trail.
There's transaction history
  • In Customers, open the required record and click Activity.
  • In Suppliers, open the required record and click Activity.

Clear associated transactions by running the Clear Audit Trail. This permanently removes all fully paid, allocated and reconciled transactions up to a specific date.

NOTE: Deleted transactions will prevent records from deletion. To make sure any deleted items are visible, click Settings then click Company Preferences and Parameters and clear the Exclude deleted transactions check-box.
Associated with a project - Customer records only
  • In Customers, open the required record and click Projects.

Edit the project record and change the associated customer or if completed and appropriate, delete the project.

Hide records that you can't delete

If you can't delete your records, or want to keep them for reference, you can hide records instead by flagging them as inactive.

 

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