Inactive Records
You can mark a record as Inactive so that it will not appear in the record list or any record report.
You can mark Customer Records, Supplier Records, Prospect Records, Analysis Records, Stock Records, Nominal Records, Route Records, Price Records, Resource Records and Campaigns as inactive. However you cannot mark Country Records and Currency Records as inactive.
Not in Use
A record can only be flagged as Inactive when it is not in use in any unit.
For example: a Customer record with batched transaction; a Supplier record set in the Buying Prices table of a Stock record or a Prospect record with a non zero value cannot be marked as Inactive. Full details are given below.
Once you have marked the record as Inactive, you will not be able to enter or select the record for any transactions.
To mark an Inactive record
Select the record you wish to process.
Click the Edit button on the Window Toolbar.
For Campaign records, the Active checkbox is on the main window - deselect it to make the Campaign inactive.
For other records, open the Info window by clicking on the Info button.
After clicking on the Inactive option, close the window and click the OK button to save the details.
Once you have marked the record as inactive, the text ** Inactive Record ** will be displayed on the record window.
To include Inactive records in lists or reports, you just need to change the Inactive records option on selection window.
Inactive record checks
A Nominal Account record cannot be flagged as inactive if it has been used:
by another account as a Year End update account;
in batched transactions;
on an active Sales or Purchase analysis record;
on a Price record;
as a Stock Assembly default nominal account;
as part of a nominal profile;
As a default year-end nominal account for any currency (including the Home currency);
As a non-recoverable account on a VAT Rate record;
in a recurring journal where the maximum number of postings has not yet been reached.
A Sales Analysis record cannot be flagged as inactive if it has been used:
as a default sales or bank analysis on a customer record;
on a customer address;
on a cost centre record;
on a batched transaction;
on a sub-analysis record;
on a price record;
on a stock price line;
as a default stock analysis (for Stock update Nominal)
as a default analysis on a currency record;
on a currency rate record;
on a batched outward stock movement;
on a stock record;
on a landed cost line (when using Fixed Weighted stock valuation, and Update Stock to Nominal).
A Purchase Analysis record cannot be flagged as inactive if it has been used:
as a default purchase or bank analysis on a supplier record;
on a supplier address;
on a company address;
on a batched transaction;
on a sub-analysis record;
on a price record;
on a stock price line;
as a default stock analysis (for Stock update Nominal)
as a default analysis on a currency record;
on a currency rate record;
on a batched inward stock movement;
on a stock record;
on a landed cost line (when using Fixed Weighted stock valuation, and Update Stock to Nominal).
A Supplier record cannot be flagged as inactive if it has been used:
in a batched transaction;
on a stock price line;
in a batched Purchase Request;
in a CIS partnership, linked to another active supplier.
A Customer or Prospect record cannot be flagged as inactive if it has been used:
in a batched transaction;
on a project record which is not cancelled or closed;
as part of a trading group;
as a delivery address on a batched Purchase Order.
A Stock record cannot be flagged as inactive if it has been used:
and has an outstanding quantity to deliver, reserved stock, stock on back order, or stock ordered in;
on a batched inward stock movement;
on an outstanding Purchase Request or Purchase Order;
in an assembly which is still active;
in an incomplete works order;
as a superseding stock item on another stock record;
linked to another stock record, or has other stock records linked to it;
an alternative item for another stock record, or has alternatives linked to it.
A Price record cannot be flagged as inactive if it has been used:
on a batched transaction;
on an outstanding Purchase Request;
in an assembly which is still active;
in an incomplete works order;
A Resource record cannot be flagged as inactive if it has been used:
on a batched transaction;
in an assembly which is still active.
A Route record cannot be flagged as inactive if it has been used:
in an incomplete works order;
as the default route;
as the route on an active stock assembly.
There are no restrictions on making a Campaign inactive.