An Inactive Record can be either on a short term or a permanent basis and is an alternative to a permanent deletion (when possible).
When a record is made inactive it cannot be used and will be “hidden” from view. Inactive Records are possible within
- Customer Maintenance (Only when Customer is not on any Parked/In-complete invoices)
- Product Maintenance (Only when Customer is not on any Parked/In-complete invoices or orders)
- Supplier Maintenance (Only when Customer is not on any Parked/In-complete orders or stock receipts)
- Employee (Only when Employee is not on any Parked/Processed Pay runs for the current FY)
- General Ledger accounts (Only when there is no Journal entries made for the current FY)
You are also able to look up inactive Customers, Products, and Suppliers by using a combination of the INA tick box being selected and any of the available fields on the corresponding maintenance screen.
For example, if you wish to search for an inactive Customer, of which you can only remember contains the word “WAREHOUSE”, and it’s an inactive customer. You would first go in to Customer Maintenance, tick the inactive tick box straight away, then enter a Wildcard Search of ‘warehouse’. Ensure that the Wildcard Search command is entered before and after your search term. You will know if it has been done if you see a new window appear presenting you with a selection of inactive accounts that match your query. If only one matches your query only one will be displayed.