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Dynamics 365 Community / Forums / Microsoft Dynamics GP (Archived) / Deleting Vendor Record...
Microsoft Dynamics GP (Archived)

Deleting Vendor Records - Any advice?

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Posted on by Community Member

As part of getting us ready for an upgrade from GP2010 to GP2015, we are doing an extensive clean-up on our data. One of the targets, of course, is vendor data. If there are invoices in HIST and you delete a vendor tied to those invoices, does this cause problems? Or will running Check Links clean all that up? Or is there a better way to handle it by "deactivating" vendors? Any advice on the clean-up would be appreciated. Chart of Accounts is a simultaneous target - a similar set of questions apply. Thanks in advance for your suggestions!

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  • Suggested answer
    Frank Hamelly | MVP, MCP, CSA Profile Picture
    Frank Hamelly | MVP... 46,619 Super User 2025 Season 2 on at
    RE: Deleting Vendor Records - Any advice?

    You can't delete a Vendor that has transaction history.  You have to delete the history first.  This is the case with any Master Record - Transaction Record relationship in GP.  You need to determine how much transaction history you want to retain, delete any history older than that, then determine which master records can be deleted based on retained history.

  • Suggested answer
    Bill Campbell Profile Picture
    Bill Campbell 12 on at
    RE: Deleting Vendor Records - Any advice?

    Frank literally beat me by that much -

    That is actually the only way that you can remove the vendors without causing great deal of frustration in the system.

    One task I would strongly recommend is to create a new company with all the history intact and put it into SA access only.  That way the client did not 'need' to print off 1,000's of pages of paper to only put them in boxes never to be touched, so that in the off chance some year into the future someone asks about something from years in the past, there is a way to get to the system and see what was there for that long since removed vendor.

    Frank is right it is the only way.  

    Make a backup before you do anything.

  • Suggested answer
    Frank Hamelly | MVP, MCP, CSA Profile Picture
    Frank Hamelly | MVP... 46,619 Super User 2025 Season 2 on at
    RE: Deleting Vendor Records - Any advice?

    Bill's suggestion is right on.  Another way to maintain access to deleted history is build a SQL table specifically for that purpose and report on it via SSRS, Analysis Cubes, or your favorite reporting tool.

  • Bill Campbell Profile Picture
    Bill Campbell 12 on at
    RE: Deleting Vendor Records - Any advice?

    Oh,  I like that idea - however, my challenge is lack of real comfort with SSRS.

    But that aside, this works well and is 'less costly on disk space'

    Thanks for the new suggestion on an old problem.

  • Suggested answer
    Frank Hamelly | MVP, MCP, CSA Profile Picture
    Frank Hamelly | MVP... 46,619 Super User 2025 Season 2 on at
    RE: Deleting Vendor Records - Any advice?

    I'm with you on SSRS Bill.  Some people love it, but they're the ones that weren't spoiled by Crystal Reports and its 'intuitiveness'.  I'd use Crystal over SSRS any day.  Another option would be an Office Data Connection (ODC) in Excel to the table.

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