Our Purge Service deletes and consolidates transactions in closed fiscal years. The outcome of the service depends upon what type of transactions are in your dataset. There is a level of integrity that must be maintained to keep the system balances correct for General Ledger, Inventory, and Job Cost.

What our Purge Service Excels at is “Related Transactions”

After reviewing your purgelog.txt file after you completing a purge, and you find a lot of messages saying:

Unable to purge transactions to many related transactions.

We have you covered.  Our Purge Service will be able to purge those transactions and their related transactions.

Then there is this:

It is not possible to remove all old transactions; different type of accounting information relies on history information and existing transactions. To help explain this, consider your inventory items. If you are using LIFO/FIFO costing methods, there needs to be costing buckets to keep track of your items.  They keep track of when items were purchased, at what cost, quantity purchased, etc. The same holds true for sales. If the complete history was removed there would be no way to determine the items LIFO/FIFO cost for the different quantities available.

Problems with getting the results you want.

• Inventory costing buckets for LIFO and FIFO costing methods.
• Specific unit, serialized Items
• Job costing
• The two-year open accounting period window
• Many to one transactions – many invoices paid by one check.
• Related transactions.  Reason: Could not purge related trans
• Not setting Maintenance Records to inactive
• Related transactions in prior periods. (Transactions that have crossed over closed periods or open years.)

Purging takes time… a lot of time. Why? Each detailed record of a transaction must be reviewed. This involves checking the inventory ID and backtracking to see if it is tied to another transaction like a purchase. The purchase transaction then needs to check if it is tied to the purchase order and if it contains LIFO/FIFO costing. If it contains LIFO/FIFO, then it needs to be retained to keep the costing buckets intact.

Costing buckets work off dates; that’s where LIFO/FIFO comes into place. If the inventory quantity at the purge time frame is not zero, none of the transactions for those Inventory items can be purged. Due to this, it causes a roll-up effect that stops any transactions tied to that item not to purge.  This will cause all other inventory items on that same transaction not to purge.  This will affect all other transactions that contain that same inventory item not to purge.

Everything is related, so one transaction can stop all related transactions from being purged.

So what can be done?

 

Try our Purge Service First.

We fix the main problem of related transactions. We separate the Cash Receipt and Cash Disbursement Journals tied to Sale Invoices and Purchases. Then pay each one individually. This frees up the transactions that are tied together, and creates each one as it’s own separate entry. This process then resolves the related transaction errors you see in your purgelog.txt file.  Our purge service can solve the common problem: Could not purge related transactions.

By separating the transactions, we can purge about 45% – 75% more transactions then the standard Sage 50 Purge. Again, it all depends upon which features you are using, and if the transaction are needed for Job Cost, Serialized Inventory or LIFO/FIFO Costing Buckets.

Start a new company with beginning balances.

You could start a new company. DataSoft can create all the maintenance records, customers, vendors, inventory, etc.  We will bring in any outstanding transactions, sales orders, sales journals, purchase orders, and purchases. Your only issue will be if you are using LIFO/FIFO. The Inventory evaluation needs to be brought in as Average Costing to start out. If you were to bring in the actual costing buckets from LIFO/FIFO that would defeat the purpose. All those old transactions would also need to be imported. Once you start ending inventory transactions the LIFO/FIFO buckets will start to populate properly

Most companies try to use our Purge Service First see what the results are then in the last effort they will rebuild the company.