Blogs & News
How to delete old and inactive customer and supplier records in Sage 50
24 April 2023
Summary
Over time you may find that you have customer and supplier records in Sage 50 that are no longer in use, and you may want to remove these records.
Deleting old records reduces the number of records you have to look through, so you can find things more quickly.
You can delete records from Sage 50 Accounts, as long as they meet certain criteria.
Reasons you can’t delete a record
| Reasons you can’t delete a record | What to check | Solution |
|---|---|---|
| Has a balance | In Customers, check the balance column. In suppliers, check the balance column. | Clear the balance transactions together in the bank or by posting a payment, receipt, or credit. Once there is no outstanding balance, to remove the transactions you will need to run a Clear Audit Trail. |
| Has transaction history | In Customers, open the required record and click Activity. In Suppliers, open the required record and click Activity. | Transactions can be cleared by running the Clear Audit Trail. This permanently removes all fully paid, allocated and reconciled transactions up to a specific date. |
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. |
NOTE: If your record has a balance, see our previous blog on how to run a Clear Audit Trail in Sage 50.
How do I delete customer or supplier records in Sage 50?
1. Open the relevant module.
2. Select the records to be deleted.
3. Click Delete from the tasks listed in the toolbar at the top of the module, then click Yes.
4. If you can’t delete your records, or would prefer to keep them for reference, you can hide records instead by flagging them as inactive. See our blog on keeping your accounts tidy for a guide on how to do this.
Further Information
If you have any questions about this or need assistance, then please contact the GCC Group Support Team on 0345 260 1151 or servicedesk@gccgroup.co.uk
Sage 50 Health Check
GCC are offering a free Sage 50 Accounts Health Check for Sage 50 users.
We are aware that a lot of things may have changed in your business, post-COVID – and we want to make sure that you are getting the most out of your Sage 50 Accounts.
This free 30-minute health check will be via Microsoft Teams, with our Sage consultant – Guy Lester.
This Sage 50 Health check will review:
- the performance, management accounts, reporting, credit control & stock within your Sage 50.
Sage 50
Sage 50 combines the power of desktop accounting with cloud computing, allowing you to access your critical information any time, from anywhere.
The automated data-capture, in-depth reporting, and built-in help & guidance offered by Sage 50cloud accounts makes it an accounting system for the digital age.
There are 2 variations of Sage 50cloud accounts available:
- Sage 50cloud Standard
- Sage 50loud Professional
Sage 50cloud Accounts gives you the ability to leverage & act upon accurate information. And this is at the core of all successful business operations.
Speak to a member of the GCC team and find out more about Sage 50cloud.