Delete nominal transactions and waiting postings

Use this option if you have been using test data on the ledger and need to clear the transaction file before entering your live transactions. You may also want to delete waiting postings if you have been testing the other ledgers and want to clear out all the posting files. For more information on setting up a separate company as a test company, see adding a company in System Administration.

Note: The routine does not reset the URN The unique reference number assigned to a complete transaction to assist in tracing the progress of the transaction through Sage 200. This number is 12 digits long and comprises of: 3 digits for the user number, 2 digits for the source module in which the transaction was created, and a 7 digit sequential reference number..

You can also use the routine to delete transactions from live accounts, but this should only be used as a last resort.

Note: If you delete transactions or waiting postings in error you cannot reinstate them.

This routine provides a number of options when deleting transactions on nominal accounts. You can:

  • Delete all posted transactions from a single nominal account or from all accounts.

  • Delete posted transactions in a specified date range from an account (or all accounts).

    Transactions which are deleted in this way are removed from the nominal account and the brought forward value on the account is adjusted accordingly.

  • If you are keeping nominal transactions, as specified on the Nominal Ledger Defaults tab during the Nominal Ledger setup process, the entries are removed from the current transaction file on the nominal account and added to the archive file. If you have decided not to use the archive file, then the transaction is deleted from the ledger permanently.

  • Delete transactions in the waiting postings file for current waiting postings, deferred waiting postings, or both.

    Transactions are removed from the ledger; accounts are not updated.

Once you have deleted the required transactions, check the ledger balances by running the Balance Ledgers routine.

  • The number of transactions stored in the specified area (account or waiting postings file) is reduced.
  • Deleted transactions are added to the archive file if the ledger is set to Keep nominal transactions.
  • If the transactions are removed from a nominal account then the credit and debit balances are adjusted accordingly.

You must have:

  • Taken a backup of your Nominal Ledger data files. This is a precaution in case a mistake is made during the deletion process.

To delete account postings and transactions

Open: Nominal Ledger > Enter Transactions > Delete Transactions and Waiting Postings.

  1. Select the Transaction type to be deleted from either Posted or Waiting.

    Depending on your choice, the window displays different boxes.

  2. If you have selected Posted transactions, choose to delete transactions by Single account or All accounts.
    • If you intend to delete transactions for a Single account, select the account from the list.
    • To specify a date range, select Date from and specify the start and end dates. To delete all transactions irrespective of their date, select All transactions.
  3. If you have selected Waiting transactions, select the waiting type to be deleted from either Current waiting, Deferred waiting or Both current and deferred waiting.

  4. Click Delete to remove the transactions.

    Note: You cannot retrieve transactions or waiting postings that you delete.

See also

Reference

Add company

Defaults (Nominal Ledger settings)

Verify Data