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Dynamics 365 Community / Forums / Microsoft Dynamics GP (Archived) / Tips & Tricks - Cl...
Microsoft Dynamics GP (Archived)

Tips & Tricks - Clear Data

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Posted on by Ron McVciar 1,005

Ok that are the Tricks & Tips for Clearing Data in Dynamics GP 10:

For example you want to keep Setups and Master Records, but want to delete transactions in Receivables Management for example. (Wipe-out Transactions). Should one use the Clear Data functions (which of course requires you knowing exactly the right tables to "Clear)). Or the Delete Sequence under each module such as RM Delete Transaction History etc.? The concern her is that these three for four predefined function might not get all transactions or will they?

 I appreciate input, thoughts and comments on this.

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  • Ron McVciar Profile Picture
    Ron McVciar 1,005 on at

    PS - Transactions were not posted through to GL

  • Frank Hamelly | MVP, MCP, CSA Profile Picture
    Frank Hamelly | MVP... 46,625 Super User 2025 Season 2 on at

    Ron, Clear Data is going to clear ALL the data in a table whereas the Remove History utilities allows you to select the transactions you wish to remove.  What's the scenario here?  Are the transactions Historical (meaning fully paid & applied) or they in Open status?  What's the reason for wanting to remove the transactions?

  • MG-16101311-0 Profile Picture
    MG-16101311-0 26,225 on at

    A tip and a no trick: the tip... BACKUP YOUR DATA. There are no tricks, because clear data does exactly what is says -- it WIPES OUT your information!

    With that said, a little known "tip & trick" is that the first view you get when you open the Clear Data window is that of the Logical table groups, not the actual tables. The difference, a logical table group is a collection of related tables and a table is just... well, a table.

    In order to enable the view for individual tables, go to the Display menu of the Clear Data window and select Physical. Now you will see all corresponding physical tables. You can decide from here to clear data for work, open, and history tables in Dynamics GP, without affecting setup and configuration tables -- assuming you know what you are doing.

    Also, there is no particular sequence to follow when removing records with Clear Data since database referential integrity is not enforeced in anyway.

  • Ron McVciar Profile Picture
    Ron McVciar 1,005 on at

    Imported some test transactions in RM and Purchasing (Payables) a few posted batches (but not through to GL) and a couple not posted through.

  • Frank Hamelly | MVP, MCP, CSA Profile Picture
    Frank Hamelly | MVP... 46,625 Super User 2025 Season 2 on at

    You need to use the Remove History Utilities.  Clear Data will clear all records.  Are you doing this in a test environment?  I get a little nervous when I think someone may be testing in a production database :)

    Great tip & trick Mariano!

  • Ron McVciar Profile Picture
    Ron McVciar 1,005 on at

    Thanks Frank and all others who replied. Clear Data is done.  Clear Data was the options I chose and did the trick.

    Good day.

  • CHrisVeritas Profile Picture
    CHrisVeritas 5 on at

    From Dynamics GP utilities.

    I've copy another "company" including the data,

    We need all the tables, we just want to remove the data from the new "company"

    suggestions?

  • Suggested answer
    Ian Richardson Profile Picture
    Ian Richardson 4,150 on at

    you can copy set up data from company to company with the free (on some versions) Professional Tools Services Library (PTSL) available from your reseller at, did I mention, no charge.

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