Just a quick query, if anyone can help..... is it possible to completely delete a customer (full history & details) from Sage 50? We can find no trace of a particular customer, nor their payments & invoices sent to them logged on Sage but there is a record of invoices sent on the Sales team spreadsheet (not from Sage)
I thought maybe the account had been accidentally deleted - is this possible?
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As far as i'm aware you can't delete a customer from Sage if it has any type of transactions on their account.
I think you can if the audit trail has cleared transactions
If you clear the audit trail and the balance on the customers account is then nil, as far as I am aware, you can then delete the customer.
Deleting customer records
NDH is quite correct, Customer records cannot be deleted if there are any transactions on the account.
velbee is also correct in that clearing the audit trail will clear all fully paid transactions on customer accounts before a date you choose, but this can only be done to ALL accounts, not individual ones. Once done then there will be no transactions showing prior to the date chosen and therefore any customer with no transactions can be deleted.
So, no it cannot be done by accident
Have you checked the audit trail to look for transactions for missing customer? You can put the audit trail into alpha order by account to help you find these
I've seen this!
Before my time, client had deleted customers with a transaction history including open balances (!), presumably in an attempt to "tidy up". Result: Aged debtors doesn't agree with debtors control. Took the view that aged debtors report was correct as deleted transactions (many years old) were never settled, wrote off difference to bad debts. Beggars belief that this is possible, although client may have breezed through stiff warnings.
EDIT: it was an old version of Sage though, not sure which version.
Delete customer
Before my time, client had deleted customers with a transaction history including open balances (!), presumably in an attempt to "tidy up". Result: Aged debtors doesn't agree with debtors control. Took the view that aged debtors report was correct as deleted transactions (many years old) were never settled, wrote off difference to bad debts. Beggars belief that this is possible, although client may have breezed through stiff warnings.
EDIT: it was an old version of Sage though, not sure which version.
All versions of Sage (certainly back as far as v3) have checked for transactions on an account before allowing it's deletion so, if this has happened then it would suggest that there was a problem with the integrity of the data in the first place. Certainly if a customer account was deleted whilst transactions remained then Check Data would return errors.
Technically, if you are very familiar with the low level workings of the Sage database and have access to the Sage Developer Tools, it is possible to remove a customer account and all associated transactions without leaving a single trace behind...
John
I agree John. Not sure about the integrity of the data as it's gone for good, but certainly the deletions left a trail of errors on the "check data" report. Unfortunately the client attached no importance to these, but I doubt whether the process is reversible anyway?
Old news in any case - we just had to find an accounting solution (the "debt" is either collectible or not).
Reversible...
but I doubt whether the process is reversible anyway?
It could be, I've done it in the past where customer records have been lost due to data corruption.
John
Thanks John, that's reassuring...
but I doubt whether the process is reversible anyway?It could be, I've done it in the past where customer records have been lost due to data corruption.
John
...but I don't fancy attempting it 6 years after the event ;-).