Torgsoft database cleaning methods

Developer of technical documentation, author of video tutorials, host of Torgsoft Podcast

Torgsoft Database Cleaning Methods: Full, Transfer of Master Data, Deletion of Closed Period Statistics, and Manual Deletion

Briefly:

An overview of methods for deleting information from the database to start new accounting, remove test data, or optimize program performance. The choice of method depends on the need to preserve product directories and the products themselves, clients, and program settings.

Why it is needed:

Necessity to start accounting from "zero" after completing training or program testing.

Business reorganization, change of legal entity or owner.

The database is overloaded with information from past years, slowing down operations.

Need to delete sales history and financial transactions while preserving the product nomenclature and client base.

Signs:

The database contains test products and sales that interfere with real accounting.

The user wishes to "reset" financial indicators and warehouse stock.

The program runs slowly due to a large volume of information in the database over a long period of accounting.

Reasons:

Completion of the implementation stage and transition to real operation.

Accumulation of outdated data over a long period of work.

Errors in initial accounting entry that are easier to fix by creating a new database than by correcting.

Action Algorithm:

Important! Before executing any method, be sure to make an archive copy of the database (Menu "File" — "Backup" — "Save Database...").

Method 1. Full Cleaning (Loading an Empty Archive)

Find the empty database archive file named torgsoft.bak in the Torgsoft program directory (default path on PC is C:\TORGSOFT\PROGRAM).

Via menu "File" — "Backup" — "Load Database", load the empty database archive named torgsoft.bak into the program.

Result: The program is completely empty, without any previously entered information, ready for new settings and accounting entry from the very beginning.

Method 2. Transferring Master Data to a New Database

Only product directories, stock status, clients, amount for client discount calculation, and client discount policy are transferred.

On the main form of the program, select the accounting center from which information will be transferred.

Go to menu "File" — "Transfer master data to new DB" — "Save..."

Save the file, having previously selected the method of forming the purchase price of the product for the new database (last purchase price of the product or its cost price).

Create a new database.

Load the created file with information into the new database via menu "File" — "Transfer master data to new DB" — "Load..."

Result: Only product directories, stock status, clients, amount for client discount calculation, and client discount policy were successfully transferred. Other information is absent in the new database.

Method 3. Partial Cleaning (Deletion of Closed Period Statistics)

Information from the database for old closed periods (months) is deleted to reduce database size and increase its performance.

Close old periods (months) in the "Analysis" menu on the "Period" form.

Purchase and activate the additional function "Deletion of closed period statistics".

Enter the "Analysis" menu on the "Period" form and delete statistics for closed periods. You can learn more in the Torgsoft help regarding the description of the additional function.

Result: information for old closed periods is deleted from the database, while preserving the correct quantity of goods in stock, correct balance for cash registers and bank accounts, correct balance for counterparties, correct amount for discount calculation, and bonus amount for clients for the current day. Settings in the database remain current and have not been changed.

Method 4. Manual Deletion of Information (Self-Service or via Torgsoft Technical Support)

Selective deletion of data using standard Torgsoft program tools.

Determine exactly what you need to delete in the Torgsoft program.

Delete this yourself in the appropriate form in the program, if this capability is implemented in Torgsoft.

Result: Specific data blocks are deleted (for example, only test product directories, sales, incoming invoices, products, etc.), database settings are preserved.

Please note: we advise approaching this operation with caution if you have been conducting long-term real accounting in Torgsoft, and not using the program to test its functionality. Otherwise, you may harm real product accounting, real final indicators in reports and analytics.

How to Check the Result:

For Method 1: check for the absence of records in the product and client directories.

For Method 2: ensure that products and clients exist, but the invoice journal is empty.

For Method 3: check for the absence of documents in the journal for the deleted period and correctness of opening balances.

For Method 4: check for the presence of the record on the form where you performed the deletion (document, product, directory, etc.).

Conclusions:

If you need to start everything from scratch — Method 1.

If you need to keep products and clients, but erase sales — Method 2.

If the database lags and you need to delete old years — Method 3.

In non-standard cases — Method 4.

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