Removal of closed periods statistics

When to delete information from the server database?

The Torgsoft accounting program accumulates a lot of information: all sales, every user action, incomes and expenses, creation, modification, and deletion of documents, financial transactions are recorded. These are data that have fulfilled their purpose – they provided the business owner with information about the current situation and helped make management decisions.

But accumulated information affects server performance: for example, if you clear invoices from the registry for the period up to 2010, the program will start fetching all warehouse documents, which will slow down the program and require more computer power.

Besides speed, such a database contains information "that can be used against you," as the program stores all trade history in minute detail.

Torgsoft can reduce the amount of accumulated data without losing important information that affects current management and warehouse accounting.

How to delete trading network data

The additional option "Deleting closed period statistics" deletes data for past months but retains the totals for accurate calculation of current information and further accounting.

Deleting closed period statistics is located in the Analysis – Period menu. Data is deleted by closed periods: by months, starting from the oldest period.

What is deleted from the Torgsoft database

After clearing the closed period statistics, the following information will be completely deleted:

• All documents for product movement: inventory, sales, returns, internal transfers, write-offs, returns to the supplier, and defect returns,
• All financial documents: cash inflows and outflows, transfers between cash registers and settlement accounts, all settlements with suppliers and customers,
• All information in Trade with invoice issuance: commercial offers, invoices, waybills, payments,
• All information in the Rental and Repair modes,
• Data from the Salary mode: all salary accruals and payments,
• Information about customer orders, production acts, and route sheets.

In short, nothing will remain in the deleted periods, as if there was no accounting during that time.

What trade information will be preserved?

At the beginning of the period following the deleted one, the following information will be transferred:

• Inventory state by products,
• Initial sums in cash registers and settlement accounts,
• Initial debts of counterparties.

This data will correspond to the totals of the deleted periods.

What is important to know before deleting closed period statistics

• It is impossible to accidentally delete closed period statistics: the program will ask you three times if you are ready to start the deletion process.
• Do not delete data immediately after the end of the period – at the beginning of the month. Despite the end of the calendar month, document processing may continue: settlements for old income invoices, returns on sales may occur. You cannot return goods for a non-existent sale. If this situation arises, you will have to return the goods to the warehouse via an income invoice.
• Before deleting statistics, be sure to make a database archive: deleted information cannot be recovered otherwise.
• Before deletion, update Torgsoft to the latest version.
• After deletion, you will not be able to analyze deleted periods. In terms of settlements and debts: you will know who owes whom and how much, but you will not know for what.
• After deleting closed period statistics, check the information before and after deletion:

Data before and after deletion should match completely.

Requirements for the option to work

• Torgsoft Start, Ultra, and Terminal licenses starting from version 7.6.4
• The additional option "Deleting closed period statistics"

Instruction for deleting closed period statistics.