Delete Inactive Vendors

Use this option to delete inactive vendors from the Vendor List table. As part of the process, the system generates a log showing the vendors who have been deleted and also, whether the deleted vendors were attached to deduction codes. In this latter case, the deduction records must be updated to include valid vendors.

Menu Path: Fund Accounting > Periodic Routines > Periodic Processing > Delete Inactive Vendors

Deleting Vendor Records

When you delete a vendor record, the deletion is recorded in the Vendor History table. This table also stores the login ID of the user who deleted the vendor and the date and time of the deletion.

You can determine the vendors who will be deleted by performing an advanced search in the Fund Accounting > Reference Tables > Reference Tables > Vendor List. In the Advanced Search page's Item field select the Last Activity Date, use On or Before in the Operation field, and then enter a date in the untitled criteria field.

Deleting a vendor removes the vendor's information from the Vendor List table. The vendor number is retained in transaction records in the Transactions table. However, if you retrieve a transaction for a deleted vendor in Detailed Displays options, the vendor number will display but without a name.

Do not to delete vendors who have current activities in their records, particularly those with 1099 amounts to report.

Deleting Inactive Vendors

1. Select Fund Accounting > Periodic Routines > Periodic Processing > Delete Inactive Vendors to display the Delete Inactive Vendors page.
2. In the Date Last Active field, enter the date to use for selecting the vendors to delete.
   The system compares your entry to Last Active fields in the Vendor List. Vendors with dates earlier than or equal to the date you enter will be deleted. For example, if you enter 12/31/2009, all vendors who have not had any activity since December 31, 2009, will be deleted.
3. Click OK.
4. In the Confirmation dialog, click Yes.
5. In the Print window, specify how you want to generate the Vendors Deleted log, and then click OK. The report's default file name is delvend.log.