I've been entering hundreds of items into inventory on simply accounting and have now realized that there are a bunch that are duplicates. I need to delete the duplicate items from inventory. I've searched the help files and wasnt' able to find the answer.
If the inventory item was not used in a transaction and has no quantity you can open the item record and delete it by clicking the garbage can icon in the toolbar (CTRL+R).
If the item has been used in a transaction you can not remove it this way as it is tied to other records. What we recommend in this case, is inactivate the record and remove it without issue in two years time. The alternative is to remove inventory tracking data through the maintenance menu so you can remove the item BUT you will lose the ability to recall and adjust all Sales and Purchase transactions this item was used in which is extremely inconvenient and not recommended. Not having the ability to reprint or adjust an invoice if necessary is for most businesses too great a cost for removing the item(s) and they opt to just inactivate it and remove in two years.
Have there been any updates to this procedure in the last 2 years? I have just started using 2011 and am also looking to delete obselete items, customers and vendors.
The progress for inventory is that now you don't have to clear all the related history, you can just delete items.
If you are using SA 2011, make a backup, and have at it.
It may be better to tag customers and vendors as 'inactive' rather than deleting. Unless they're really gone, sometimes they come back. There's also a 'merge' feature now, too, if you have a customer or vendor that has merged with another.
Question: What if I'd like to delete several (+100) items at once, but selecting a batch and then delete them all at the same time (no history transactions).
Is that possible, or there is only one way to do it and it's one by one?
No, sorry, there's no way to do that directly through the Simply Accounting interface.
I've used AutoHotKey for a client who wanted to remove about a thousand items. It took a couple of days to learn the scripting language, a day to write and test the script, and it ran overnight on the test machine. In the end we decided to rewrite the script to only mark the items as 'inactive'.
It's a matter of some amazement to me that unless we shut down and go into Single User Mode, the software designers won't let us flag a part number as 'Inactive'. Yet we can edit part numbers, descriptions, etc. during the work day with no trouble. When we spot a number that we don't need any longer, we put 'ZZZ' in front of it. We can still see what it was, and it's easy to go through and mark them 'inactive' or delete them fairly quickly, at the end of a day, after we do our backup.
If you have all the items to delete in alphabetical order, it's fairly quick (and mindless) to repeatedly press Control-R, Y, <Enter>.
It's easy to write a keyboarding script just send those three keystrokes a few seconds apart. I found it more difficult is to write a safe script that will find the right screen, then locate the correct inventory item, then check that it actually found the item, then check that it's still in the right window, then delete the item, see the dialog box and select 'Y' only if it's the expected message box, then wait for the next expected window, then click on Ok, then do the next item.
Sage should enhance the maintenance functions for lists. Perhaps something that would select all inactive items for deletion, or select and delete anything with zero on hand and no activity since 2007, etc. It would have to be done carefully, but it could be done.
Hope that helps,
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