Deletion of closed period statistics — is an additional Torgsoft option that deletes old financial and warehouse documents from previously closed months and leaves only the totals needed for further accounting. It is useful when the database has become large over years of operation and the program has started to slow down.
The option is suitable for stores and retail chains that have accumulated many sales, incoming invoices, transfers, and returns. Such a database grows in size, slows down the opening of forms and reports, and approaches the size limit of free server editions. Another reason is the unwillingness to keep the full history of goods turnover for previous years in the program.
As a result, you get a cleaned and faster database that preserves current stock balances, settlements with suppliers and customers, cash register balances, and accumulated customer purchase amounts. Before deletion, the program offers to create a backup copy, so the old database can be saved for viewing.
Clean the database of old documents without losing current stock balances
The option deletes data for closed months month by month and preserves totals for correct accounting.
What deletion of closed period statistics is
In the Torgsoft accounting program, every action is recorded: sales, receipts, expenses, financial operations, creation and modification of documents. Over the years, this data has served its purpose, but it continues to be stored in the database and affects operating speed. The option deletes documents for selected closed months and leaves only the totals on which current accounting is based.
Basic concepts
Closed period
A month for which the Close period action has been performed. Only closed months can be deleted.
Opening debts
Records that fix the state of settlements with counterparties at the end of the last closed period.
Opening balances
Incoming invoices for the last day of the closed period that reflect the state of warehouses in the currency of the last purchase.
Backup copy
A database archive that the program offers to create before deletion so that you can roll back.
Serial numbers
For goods with warranty accounting, separate incoming invoices are created with the price and supplier of each number.
Deletion log
An action for each period that shows discrepancies by cash registers, accounts, customers, goods, and counterparties.
Who this option is for
Stores with history
Outlets that have been operating for several years and have accumulated a large number of documents.
Retail chains
Businesses with several outlets and high goods turnover, where the database grows quickly.
Free server
Those who work on a free SQL Server edition with a database size limit.
Cluttered product catalog
Databases where goods that have long been removed from the assortment have accumulated.
Who does not need it. If you have started working recently, the database is small, and the program does not slow down, deleting statistics is premature. The option is useful when the amount of data actually affects performance or approaches the server size limit.
When to connect immediately
- the program has noticeably slowed down when opening sales, stock status, and reports;
- the database size is approaching the limit of the free SQL Server edition;
- you need to remove goods that have not been sold for a long time from the product catalog;
- you do not want to keep detailed goods turnover for previous years in the program.
What tasks the option solves
What it looks like before and after
Before
The database stores all documents for years of operation. Registers open slowly, reports take a long time to update, and the database size approaches the server limit.
After
Documents for old closed months have been deleted, and current balances, debts, and totals remain in the database. Forms open faster.
How it works: 6 steps
Activate the option. Enable the function in Settings — List of additional functions. After that, the section Settings — Parameters — Additional functions — Deletion of closed period statistics will become available.
Close the required months. Go to Analysis — Period and use the Change status button to select Close period. If there are negative balances for the period, the program will notify you and generate a report.
Save a backup copy. Before deletion, update the program to the latest version. During the operation, Torgsoft will offer to create a database archive so that you can roll back.
Start deletion. Click Delete statistics of closed periods, confirm that you are at the server computer, and enter the license number (it is visible in Help — About the program). Deletion from a client computer is prohibited.
Review what has been saved. Deletion is performed month by month, starting from the oldest month up to the period on which the cursor is placed. The last closed month remains so that opening balances are taken from its last day. After deletion, the accounting start date automatically changes to the first day of the first non-deleted period.
Check the totals. Compare the quantity of goods in warehouses, counterparty debts, cash register and account balances, and bonus amounts before and after deletion. If the indicators differ by more than one unit, contact technical support.
Important. The program will not delete a period in which there is a sale and the return for this item was made in a later period that has not yet been deleted. This protects goods movement and cost calculation.
For large databases, it is better to start deletion after creating an archive and completing background automatic cost calculation tasks — the program will notify you about active tasks and offer to deactivate them. Cleanup is convenient to schedule for a time of minimal load.
Try the option in your database
Download the 30-day demo version and check how cleanup works on a copy of your database. The data remains on your computer.
Option capabilities
Scenarios by niche
Clothing store with history
Over several seasons, thousands of items have accumulated, some of which have not been sold for a long time. The store deletes old periods without transferring zero-stock goods and cleans the full list of goods and services.
Chain on a free server
Several outlets generate high goods turnover, and the database is approaching the SQL Server edition limit. Deletion of closed periods reduces the amount of data and allows work to continue.
Service center with warranty
The business keeps serial accounting for equipment. The option preserves separate receipts of serial numbers with prices and suppliers, so warranty accounting remains correct.
Example
The example is illustrative. A store has been working in Torgsoft for six years, the database has grown, and registers open slowly. The owner decides to keep data only for the last year.
Before deletion, he updates the program, closes the required months, and creates a backup copy. After cleanup, old periods are deleted, forms open faster, and current balances, debts, and customer bonuses are preserved. Technical support deploys the old database separately for viewing history if needed.
Which options and equipment it works with
- Accounting for warranty goods by serial numbers: for such goods, during deletion separate incoming invoices are created with the currency, company, supplier, and purchase price of each serial number.
- Goods rental.
- Repair and warranty service.
- Salary and staff motivation.
- Inventory accounting.
Comprehensive automation. The option does not require separate equipment. It runs on the server with the database and works together with the rest of Torgsoft functions without disrupting current accounting. If there were related operations of other modules in the deleted periods, it is worth clarifying the consequences with technical support on a copy of the database before cleanup.
Price and connection terms
- Licenses. Torgsoft Start, Torgsoft Ultra, Torgsoft Terminal.
- Connection. The license is purchased only for the server on which the database is located.
- Demo version. Free for 30 days, all functions are activated without a code.
The license is purchased only for the server on which the database is located. This option is available starting from Torgsoft® version 7.6.4 (DB 354) and later.
How to connect
- Download the demo version and test the option on a copy of your database.
- Order the option in the online store or request a consultation.
- Activate the function in Settings — List of additional functions and configure deletion parameters.
Frequently asked questions
Will old goods turnover be visible in the working database?
After deleting statistics, detailed documents for cleaned periods are not displayed in the working database, so third parties will not determine goods turnover for these months. The program keeps totals for current accounting: balances, opening debts, cash register balances, and customer purchase amounts. If an archive was created before deletion, the old database can be stored separately for viewing.
Can the old database be saved for viewing?
Yes. Before deletion, the program offers to create a backup copy. Technical support can be asked to deploy this archive separately so that old history can be viewed if needed.
How can goods that have not been sold for a long time be removed from the product catalog?
In the settings, turn off the switch for transferring goods with zero quantity. Then such goods will not be included in the opening balance invoice, and they can be deleted from the full list of goods and services.
What will happen to customer debts and our debts to suppliers?
They will not be reset to zero. The program creates opening debts that reflect settlements at the end of the closed period. Purchase amounts for discounts, bonuses, and cash register balances are also preserved.
How will the program know which supplier the stock item came from?
Enable the supplier preservation switch. It preserves the link between the product and the supplier and works using cost calculation methods by supply batches.
Can goods be sold during deletion?
Yes, sales can be made at the checkout in the program while deletion is in progress. Large-scale deletion of a large database is better started outside working hours.
Why does the program not allow a month to be deleted?
If there is a sale in the period and the return for this item was made in a later non-deleted period, the program will not delete such a month. This protects goods movement and cost calculation.
On which computer should deletion be performed?
Only on the server computer where the database is located. Deletion of statistics from a client computer is prohibited.
Which license and version does the option work with?
The option is available in Torgsoft Start, Ultra, and Terminal licenses starting from Torgsoft® version 7.6.4 (DB 354). The license is purchased only for the server on which the database is located.
What should be done if totals differ after deletion?
Check the quantity of goods, debts, cash register balances, and bonuses before and after the operation. If the difference is greater than one unit, contact technical support and restore the database from the backup copy.
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