The "Clean up your finance data" utility will allow you to delete records permanently from your Finance module. This utility is not required to be run for year end. Typically, we do not recommend deleting data out of your financial records, as it can sometimes lead to a skewed perspective on your records. If you would like to run any of these utilities, it is strongly recommended that you create a backup of your database before you do so.
Note: You must have supervisor access to the Finance module to run this utility.
- In the Finance module, click on the "Tools/Settings", click the radio button for "Clean up your finance data" and then click the "Start" button.
- You will see a window appear asking you to confirm that you've made a backup of your database before you continue. Click "Yes", if you have made a backup of your database.
- The "Cleanup data" option will appear. You will be presented with four options, each with a checkbox next to them. You can run multiple options at once, by checking each checkbox you want to use. The options are as follows:
- Delete Payments, Receipts, Journal Entries, and Budgets prior to - This option will delete all transactions and budgets from before the selected finance year. Select the year you want to have act as your cutoff point, and then, any transactions or budgets from before that date will be deleted from Shepherd's Staff.
- Delete inactive Accounts with no associated activity in any fiscal year - This option will delete any inactive account that doesn't have any transactions associated with it. If a transaction's balance zero, and it's marked as inactive, but transactions have been applied to it in the past, this option will not delete the account.
- Delete inactive Vendors with no associated activity in any fiscal year - This option will delete any vendors that have been marked as inactive, if there are no transactions associated with that vendor in your system.
- Delete Purchase Orders for calendar years prior to - This option will delete any purchase orders that are dated before the year you select in the drop list.
- Click the Continue button to process all of your selected options.