Delete an Accounts Receivable or Accounts Payable Transaction but the Delete button is grayed out
I am trying to delete an Accounts Receivable or Accounts Payable Transaction but the Delete button is grayed out. How can I find the associated transaction(s) that is preventing me from deleting this entry?This document is set out in two sections. Section #1 addresses Accounts Receivable Sales Orders and Sales Invoice transactions, section #2 addresses Accounts Payable Purchase Orders and Purchase/Receive Inventory transactions.
Section #1: Accounts Receivable: You cannot delete an invoice if a receipt is applied to it nor can you delete a Sales Order that has an invoice applied to it. You must delete the receipt or the Invoice and then you can delete the transaction. The following steps will help you find any transactions that are associated with either a
Sales Order or
Sales Invoice.
From the Peachtree menu, select File then select Import/Export.
Select Accounts Receivable and then select Sales Journal (when searching for a transaction associated with a Sales Order) or Cash Receipts Journal (when searching for a transaction associated with a Sales Invoice).
Click on the Export icon.
Select the Filter Tab, change the Date: to Range and then enter a From: and To: date for a very wide range of periods. We recommend you go back at least 2 years on the From: date and forward to the end of your open fiscal years. In the Filter Range: area, change the Customer ID Type: to Range and then enter the Customer ID in both the From: and To: boxes.
Select the Fields Tab, click on the ShowNone button to clear all the check marks. Place a check mark in the following Show boxes: (
NOTE: you will need to scroll down through the list to locate some of these fields)
Customer ID
Invoice/CM (when selecting the Sales Journal)
OR Reference (when selecting the Cash Receipts Journal.
Date
SO Number (when selecting the Sales Journal)
OR Invoice Paid (when selecting the Cash Receipts Journal).
Select the Options Tab and place a check mark in the box next to Include Headings. In release 2004 and lower, Peachtree will place this exported file on the C: drive with a file name of
Sales.csv (when selecting the Sales Journal) or
Receipts.csv (when selecting the Cash Receipts Journal). In release 2005 and higher, Peachtree will place the file in the My Documents folder. If desired, you can change both the location and the file name.
You may want to save this Export as a Template that you can use in the future. To do this, click Save and give the template a new, meaningful name.
Click OK to export the information out of Peachtree.
You are now ready to review the information exported from Peachtree. The easiest way to review this file is with Excel, although you can open the file with Notepad or any application that can read a .CSV (comma-separated file) file. If you are using Notepad or a similar application, you can use the Search or Find feature in that application to find the relative transaction.
NOTE: The following instructions are for opening the file with Excel.
Open Excel and, from the Excel menu, select File then select Open. You will need to browse to the C: root directory or to the location where you saved the exported file.
In the Open window, change the Files of type: to: Text Files (*.prn; *.
txt; *.csv). You should see the Sales.csv or Receipts.csv file listed. Select the file and click Open.
It will be much easier to find the transactions if you sort the file by the
SO Number or
Invoice Paid column. To do this, highlight the populated rows and columns in the spreadsheet and then select Data from the Excel menu then select Sort. In the Sort Window, place the Column letter that represents the SO Number or Invoice Paid in the first Sort by: field. If you exported only the fields recommended in step 3-B this would be Column D. You do not need to select a second and third sort, click OK for Excel to sort the file.
You can now look for the invoice you are attempting to delete and then look in the Reference column for the corresponding Invoice or Receipt transactions.
NOTE: All associated transactions must be deleted before you can delete the Sales Order or Sales Invoice. If the associated transaction is in a closed year, you will not be able to delete it and therefore, you will not be able to delete the Sales Order or Sales Invoice.
Section #2: Accounts Payable: You cannot delete an invoice if a payment is applied to it nor can you delete a Purchase Order that has an invoice applied to it. You must delete the payment or the invoice and then you can delete the transaction. The following steps will help you find any transactions that are associated with either a
Purchase Order or
Purchase Invoice.
From the Peachtree menu, select File then select Import/Export.
Select Accounts Payable and then select Purchase Journal (when searching for a transaction associated with a Purchase Order) or Payments Journal (when searching for a transaction associated with a Purchase Invoice).
Click on the Export icon.
Select the Filter Tab, change the Date: to Range and then enter a From: and To: date for a very wide range of periods. We recommend you go back at least 2 years on the From: date and forward to the end of your open fiscal years. In the Filter Range: area, change the Vendor ID Type: to Range and then enter the Vendor ID in both the From: and To: boxes.
Select the Fields Tab, click on the ShowNone button to clear all the check marks. Place a check mark in the following Show boxes:
Vendor ID
Invoice/CM (when selecting the Purchase Journal)
OR Check Number (when selecting the Payments Journal
Date
PO Number (when selecting the Purchase Journal)
OR Invoice Paid (when selecting the Payments Journal)
Select the Options Tab and place a check mark in the box next to Include Headings. In release 2004 and lower, Peachtree will place this exported file on the C: drive with a file name of
Purchases.csv (when selecting the Purchase Journal) or
Payments.csv (when selecting the Payments Journal). In release 2005 and higher, Peachtree will place the file in the My Documents folder. If desired, you can change both the location and the file name.
You may want to save this Export as a Template that you can use in the future. To do this, click Save and give the template a new, meaningful name.
Click OK to export the information out of Peachtree.
You are now ready to review the information exported from Peachtree. The easiest way to review this file is with Excel, although you can open the file with Notepad or any application that can read a .CSV (comma-separated file) file. If you are using Notepad or a similar application, you can use the Search or Find feature in that application to find the relative transaction.
NOTE: The following instructions are for opening the file with Excel.Open Excel and from the Excel menu select File then select Open. You will need to browse to the C: root directory or to the location where you saved the exported file.
In the Open window, change the
Files of type: to:
Text Files (*.prn; *.txt; *.csv). You should see the Purchases.csv or Payments.csv file listed. Select the file and click
Open.
It will be much easier to find the transactions if you sort the file by the
PO Number or
Invoice Paid column. To do this, highlight the populated rows and columns in the spreadsheet and then select
Data from the Excel menu then select
Sort. In the Sort Window, place the Column letter that represents the PO Number or Invoice Paid in the first Sort by: field. If you exported only the fields recommended in step 3-B this would be Column D. You do not need to select a second and third sort, click
OK for Excel to sort the file.
You can now look for the invoice you are attempting to delete and then look in the Reference column for the corresponding Purchase Order or Payment transactions.
NOTE: All associated transactions must be deleted before you can delete the Purchase Order or Purchase Invoice. If the associated transaction is in a closed year, you will not be able to delete it and therefore, you will not be able to delete the Purchase Order or Purchase Invoice.
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