This menu performs two important, but dangerous functions.
First, it allows you to change and consolidate various ID fields that cannot otherwise be edited in Simple Accounting. Normally an ID field cannot be edited since this would compromise the relationship of various data files. However the Clean Up menu allows you to make these changes safely.
You may wish to change a Product ID from ENVR10 to ENV-10-REGULAR-SMITH
You have a customer whose business was purchased by another customer of yours. It is now necessary to combine (consolidate) the customer and all order history in with the purchasing customer.
Secondly, you may use Clean Up to delete a record and all related records.
When first running Simple Accounting, you entered a product incorrectly and accidentally billed a practice order using the incorrect Product. You now wish to delete the Product and the incorrect order. Normally, you cannot delete any Product for which an order has been invoiced.
You have a customer who has gone out of business several years ago. You wish to delete the customer and all their order history and products.
- This procedure is irreversible Once a records ID field has been changed, or deleted, it may not be recovered except by restoring from a backup (you do have one dont you?)
- If you change a record, you are changing every reference to that record in Simple Accounting. This means that once you change a record (a Customer ID for example), every other reference in Simple Accounting which used the old Customer ID, now must be referred to by the new Customer ID. This includes, Sales Orders, linked products, F/M counts, etc. Normally this is what you want, but confusion can result if there are users who are not informed that a field has been changed.
- Changing a field name to a field name which is already in use will consolidate (combine) records together As in the above example, if you change a customers Customer ID to a Customer ID already in use by another customer, you are in effect, combining the two customers.
- Deleting a records ID field deletes all references to that record This means that once you delete a record (a Product ID for example), every reference to that Product in Simple Accounting is removed, including sales orders, counts, P.O.s. etc. If you then re-printed an invoice which used this product it would no longer contain the line item with that Product ID. And, if the invoice was only for that one line, the invoice would itself be voided (since an invoice may not contain 0 line items in Simple Accounting).
You will not be able to perform any Clean Up functions while other users are logged into Simple Accounting.
Procedure
- Select type of field to change:
- Product ID
- Product Type
- Employee ID
- Terms ID
- Ship To Address
- Contact ID
- Customer ID
- Vendor ID
- Sales Tax ID
- Unit of Measure
- Enter the Current Value
- Enter the New Value
- Select the action to be performed
- Press [Proceed]
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