Clear/Reset

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This option allows you to Clear / Reset all transactions and / or balances within a Set of Books on your system. This process has exactly the same actions as the File → Delete Set of Books menu, as far as all your data regarding your transactions, batch entries, etc. will be permanently removed from the system. The only difference is, that when you use the Tools → Global Processes → Clear / Reset menu, you will still be able to access the Set of Books from the File → Open Set of Books menu. All your data that was originally set up for your Set of Books such as your account codes, stock codes and selling prices, debtor accounts, creditor accounts, contacts, reporting groups, etc. will still be available.

It is recommended to make sufficient backups of your data before using this menu. If you used the Tools → Global Processes → Clear / Reset menu by accident, you need to restore your Set of Books from the backup disks. You may also have to enter any transactions from your last backup until you have used the Tools → Global Processes → Clear / Reset menu, unless you have not processed any transactions since your last backup.

Before you clear / reset a Set of Books from your system, please make sure that all the necessary reports are printed and retained together with the necessary supporting documents such as slips, cheques, invoices, etc. to substantiate your profit from the business have submitted on your Tax returns. You must remember, even if you are a small business, you need to keep the necessary records for five (5) years, commencing from the date of receipt of the last applicable Tax return for audit and record purposes. In addition to this, other legislative and / or statutory requirements, may also be applicable to your specific business type and / or industry.

You must be completely sure when you Clear / Reset a Set of Books, as the transactions and balances and stock quantities and cost prices will be permanently lost.


There are two options to clear or reset a Set of Books:

1.Clear / Reset all transactions and balances in a Set of Books. No transactions or any balances will be available in the Set of Books.

2.To Clear / Reset all the transactions and generate transactions for current balances. This option can be useful at the beginning of a financial year or book year (if you need to clear the transactions and use the current balances as opening balances without keeping record of all the transactions and data.

To Clear / Reset all transactions and balances:

1.Click on the Tools → Global Processes → Clear / Reset menu. The following confirmation screen is displayed:

If you click on the No button, the process will be cancelled.

2.Click on the Yes button only if you are absolutely sure. Another confirmation screen is displayed:

On this screen you have the last chance to cancel the clearing process. If you click on the Yes button, the process will be terminated.

3.Click on the No button to clear / reset the Set of Books. The following confirmation screen is displayed:

Click on the No button.

The Set of Books will be cleared / reset, and your transactions and balances will be permanently lost.

Before you click the No button, please read the next procedure.

It is also recommended that a trial balance be generated, checked and retained, before you start to process any further data or transactions in the Set of Books.

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