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Marking Old Customers/Suppliers Inactive

Over time, the database will include many organisations which are no longer dealt with. Although these organisations cannot be removed (due to historical transactions), they can be marked as Inactive which prevents them being used in future transactions.

Broadly the process is:

  1. Untag all organisations;

  2. Tag organisations active during a particular period;

    (at this point, recently active organisations will be tagged)

  3. Invert the tags;

    (at this point, recently active organisations will be untagged and the remainder will be tagged)

  4. Mark all tagged organisations as Inactive.

Procedure

  1. Untag all organisations using Contact ManagerEnquiries — Contacts.

    Click Next Step (Results).

    All organisations are displayed.

    Click Tagging, then Untag All. Follow the prompts, then click Close to close the Tagging dialog.

    Click Close to exit Contact Manager Enquiries.

  2. Tag organisations that you have dealt with using Accounts ReceivableEnquiries.

    Choose the date range — for example 01/01/2015 to today.

    Click Next Step.

    All matching transactions are shown.

    Click the Special tab.

    Click Tag all organisations in the results list.

    Click Close to close the Enquiries screen.

  3. Invert the tags using Contact ManagerEnquiries — Contacts.

    Click Next Step (Results).

    Click Tagging, then Inverse Tags (including those not in the results list). Follow the prompts, then click Close to close the Tagging dialog.

  4. Mark tagged organisations as Inactive using Contact ManagerEnquiries — Contacts.

    Click Tagged Entries Only.

    Click Next Step (Results).

    Click the Special tab.

    Click Set Active = No.

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