Sage 100 History – How to Purge
INVENTORY:
Retaining Inventory Transaction history is turned on by default in Inventory. This allows you to
successfully print the Inventory Valuation by Period report correctly, among others. The history can be
accessed through Item Maintenance or from the Reports menu.
Where Are The Transactions?
Click on Item Maintenance -> Transactions Tab. The system will automatically display the transactions
that correspond to the Current Period and Year in the Inventory Options. Click on the binoculars to
select a different Transaction Date range.
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The transactions can also be printed from the Reports menu using Inventory Detail Transaction Report.
How to Purge Transaction History:
Click on Inventory -> Utilities and select Purge Item History.
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Enter Purge Through Year. Note: Purge date cannot be the prior year.
System will provide a warning prompt with Date. Click on Yes to remove the transactions.
The Item will now show that the prior year transactions have been purged.
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PURCHASE ORDER:
** GREAT NEWS! Purchase Order History can now be retained as of Version 2015!! **
The Purchase Order module can now retain Purchase Order history in a separate file and can be
accessed through Purchase Order History Inquiry menu or from the Reports menu.
Purchase Order Setup Options:
Click on Purchase Order Setup -> Purchase Order Options. Click on the History Tab. Confirm that the
Retain Purchase Order History is checked.
Note: During the upgrade to the 2015 version, the conversion process will prompt to turn this feature
on. If No was selected you can create the history from the Utilities menu using the Create Purchase
History menu option.
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To access the Purchase Order history, click on Purchase Order Inquires -> Purchase Order History
Inquiry. All the Purchase Orders will be retained in the history file until manually purged.
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You can click on the Receipts button once the Purchase Order is selected. The Receipts window will
show Receipt of Goods and Receipt of Invoices against the PO with drill down capabilities.
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Since the Purchase Order history is now retained, the user no longer has to keep completed Purchase
Orders for the maximum number of days. To reduce the number of days, click on Purchase Order
Setup -> Purchase Order Options. Enter the number of Days to Retain Completed Purchase Orders.
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How to Purge Old Purchase Orders:
Click on Purchase Order\Utilities and select Purge Obsolete Purchase Orders.
The date entered will purge Purchase Orders dated on or Before that date that have not had a Receipt
of Goods or Receipt of Invoice AFTER that date.
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The system will prompt for a Cancellation Code, then the Purchase Orders will be removed. The
Purchase Orders that have not been removed can be accessed through the Main menu, Purchase
Order Entry.
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SALES ORDER:
The Sales Order module will retain Sales Order history in a separate file and can be accessed through
the Sales Order and Quote History Inquiry menu or from the Reports menu.
Sales Order Setup Options:
Click on Sales Order Setup -> Sales Order Options. Click on the History Tab. Confirm that the Retain
Sales Order/Quote History is checked.
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To access the Sales Order and Quote history, click on the Sales Order and Quote History Inquiry from
the Inquiries menu. All the Sales Orders will be retained in the history file until manually purged.
You can click on the Invoices button once the Sales Order is selected. The Invoices window will show
any Invoices for this Sales Order with drill down capabilities.
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How to Purge Sales Order and Quote History:
Click on Sales Order -> Utilities and select Purge Order/Quote History.
The date entered will purge Sales Orders dated on or Before that date.
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The system will give a warning prompt before it purges the orders.
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ACCOUNTS PAYABLE:
The Accounts Payable module can retain Invoice and Payment history. The history can be accessed
from Invoice History Inquiry and Payment History Inquiry located on the Main menu and it can be
printed from the Reports menu.
Accounts Payable Setup Options:
Click on Accounts Payble Setup -> Accounts Payable Options. Click on the History Tab. Confirm that
the Track Detailed Invoice/Payment History is checked.
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To access the Accounts Payable Invoice history, click on the Invoice History Inquiry from the Main
menu. All the vendor invoices will be retained in the history file until manually purged.
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To access the Accounts Payable Payment history, click on the Payment History Inquiry from the Main
menu. All the vendor payments will be retained in the history file until manually purged.
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Other A/P History:
Invoice history can also be seen from Vendor Maintenance or Vendor Inquiry. The number of days to
retain this data is set in the Accounts Payable Options screen on the Additional tab.
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How to Purge Accounts Payable Invoice and Payment:
Click on Accounts Payable -> Utilities and select Purge Accounts Payable History
The date entered will purge Invoice/Payment history dated on or Before that date.
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The system will give a warning prompt before it purges the history.
*NOTE – once the history is purged, the drill down from Vendor Maintenance -> Invoices tab is no
longer available.
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ACCOUNTS RECEIVABLE:
The Accounts Receivable module can retain Invoice and Deposit history. The history can be accessed
from Invoice History Inquiry and Payment History Inquiry located on the Main menu and from the
Reports menu.
Accounts Receivable Setup Options:
Click on Accounts Receivable Setup -> Accounts Recievable Options. Click on the History Tab. Confirm
that Years to Retain Cash Receipt History is set to more than 1 and that Retain in Detail is set to Yes for
Invoice History.
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To access the Accounts Receivable Invoice history, click on the Invoice History Inquiry from the Main
menu. All the customer invoices will be retained in the history file until manually purged.
The Invoice History can also be accessed from Customer Maintenance or Inquiry by clicking the More
button and selecting Invoices Inquiry.
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Customer Payments can be seen easily on the Transactions tab. They will also display on the Invoices
tab.
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There are multiple reports that can access history from the Reports menu.
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How to Purge Accounts Receivable Invoice and Cash Receipt History:
Click on Accounts Receivable\Utilities and select Purge Accounts Receivable History
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Check the box to remove Invoice History. The date the entered will purge Invoice history dated on or
Before that date.
Check the box to remove Deposit History. The date the entered will purge Invoice history dated on or
Before that date.
The system will give a warning prompt before it purges the history.
*NOTE – once the history is purged, the drill down from Customer Maintenance -> Invoices tab is no
longer available and the Invoices will be removed from the Invoice History Inquiry screen.
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BONUS ROUND:
HOW TO MAKE A COPY OF A COMPANY
Click on Library Master -> Main and select Company Maintenance. Enter a NEW company code and
Company Name. Then click on the Copy button.
Click OK on the Warning.
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Click Yes to Save the Company.
Enter the Company Code that you would like to copy. Select All the modules, then click Proceed.
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