[Question] Pastel Partner v 9.3.4

[Martinco]

Hi Neville,

Is there any way that I can clean up my inventory file by removing items that still have a history by means of your special software.

You can imagine that in 20 years, one can accumulate a lot of item files that just clutter up the system.

Further......pse pm me with a quote for 1 additional user from 5 to 6.

Thanks

[Neville Bailey]

Hi Martin,

The short answer is No.

Although I can delete any stock items with my database software, I would strongly not recommend it if the items have transaction history, as it would cause havoc with the audit trail integrity of the stock.

As you probably know, the general rule is that you can only delete a stock item if it has no transaction history for at least two financial years. Even then, you might still not be able to delete certain items, as those items might be linked to document history (e.g. invoices, credit notes, orders, etc), which Pastel, by default, keeps indefinitely.

In that case, I would suggest that you purge document history prior to the beginning of last financial year, by using the Change...Delete History/Clear Files menu option, then select Delete/Consolidate Transactions. After doing this, you will find that you will be able to delete all the stock items that have not had any activity for the current and prior financial year.

I will email your quote shortly.

[Martinco]

Hi Neville,

I have been playing around with a dummy company.

If I: Change-Delete History/Clear files - Clear balances-Sales analysis codes- Sales analysis Code Master file, Then I can delete any/all Inventory items.
BUT, what else will be affected ?
I see that if you want to make an invoice you have to first make a new Sales code but what else gets affected ?

[Neville Bailey]

If I: Change-Delete History/Clear files - Clear balances-Sales analysis codes- Sales analysis Code Master file, Then I can delete any/all Inventory items.
BUT, what else will be affected ?
I see that if you want to make an invoice you have to first make a new Sales code but what else gets

You've lost me...

Don't delete any masterfiles, only delete balances.

[Martinco]

Sorry Neville, Got distracted while making the post.

My question should be.........what else gets affected if one should clear the Sales analysis code masterfile ?

[HM0511]

Delete Inventory Items

Hello Neville. I would also like to remove unused inventory items but when I try Change...Delete History/Clear Files menu option, it tells me there are open batches (Quotes & Invoices). Do you perhaps know how I can get around this so I can tidy up the inventory list??

Thanks

Hi Martin,

The short answer is No.

Although I can delete any stock items with my database software, I would strongly not recommend it if the items have transaction history, as it would cause havoc with the audit trail integrity of the stock.

As you probably know, the general rule is that you can only delete a stock item if it has no transaction history for at least two financial years. Even then, you might still not be able to delete certain items, as those items might be linked to document history (e.g. invoices, credit notes, orders, etc), which Pastel, by default, keeps indefinitely.

In that case, I would suggest that you purge document history prior to the beginning of last financial year, by using the Change...Delete History/Clear Files menu option, then select Delete/Consolidate Transactions. After doing this, you will find that you will be able to delete all the stock items that have not had any activity for the current and prior financial year.

I will email your quote shortly.

[Neville Bailey]

Hello Neville. I would also like to remove unused inventory items but when I try Change...Delete History/Clear Files menu option, it tells me there are open batches (Quotes & Invoices). Do you perhaps know how I can get around this so I can tidy up the inventory list??

Thanks

You will need to update any open batches before you can use the Change...Delete History/Clear Files option. There is no way around that.

By the way, Quotes can't be updated, so don't worry about them.