Stock – Cleardown Movements History

Purpose:
Use this to release storage space on your hard disk. Aim to do this at a convenient cut-off point in the business cycle – e.g. at year-end.

Preparation:
Select a company – see Change Companies.
Change the system date as required – see Change Default Accounting Date.
Ensure that nominal ledger stock account balances are reconciled to stock valuations.
Ensure that all stock movements have been correctly and completely recorded in the nominal ledger.
Ensure all other users are off the system.
Backup data and distribute copies as required by users (purchasing and manufacturing departments may still need access to some of this data) – see Back Up Company Data. If data is possibly to be required in the future copy the company and rename it – see Copy Company.
Print details of stock transactions as required – see List Stock Transactions.

Processing:
On the main menu Click Stock > Movements > Cleardown to open form.

In the Cut-off date field – enter the Cut-off date as Either:
Manual entry formatted as DD/MM/YY. Type over the parts of the date you wish to change – the system will skip over the “/” part itself. If the date you enter is invalid; the cursor will return to the start of the date and await a valid entry, or;
click on the field to highlight data – white on a blue background – then right click to open the Calendar Menu – see Dates and Calendar.
Click OK to open warning message box. Click Yes to cleardown , No to return to form.
Message box confirms procedure complete, Click OK to close message box.

Filing:
File hard copy of stock transactions in a secure location – or file as CSV electronically. Label file with date of clear down and cut-off date.

This process has been modified so there is no need for dedicated access.