This option is used to delete the selected document types (Invoices, Credit notes or Quotes for your debtors (customers / clients) and Purchases, Supplier returns or Orders for your creditors (suppliers / vendors)) which you have created or edited in the Input → Documents menu. 

You may need to delete documents at the end of the financial year to free up some disk space. 

You may delete documents which have not yet been updated (posted) to the ledger. You may also delete documents which have already been updated (posted) to the ledger. 

If the Document posting option is selected on the Documents tab of the Setup → System parameters → Access control menu, the Delete button will be added to the sidebar of the Document list screen. Clicking on this button will delete a selected document.  

An option to delete Quotes for debtors (customers / clients) and Orders for creditors (suppliers / vendors) is available when: 

Quotes are confirmed and converted to Invoices. 

Orders are confirmed and converted to Purchase documents. 

If you did not delete Quotes and Orders when these are confirmed or converted, these documents may be deleted with this option. 

Once a document has been deleted you will no longer be able to reprint deleted documents. These deleted document numbers will also not be available to be selected on the Reports → Documents listing menu. 

Any deleted documents will no longer be available to be printed or re-printed from the Documents tab of Debtor (customer / client) accounts or from the Documents tab of Creditor (supplier / vendor) accounts. However, you may still view the transactions of the deleted documents, which have been updated (posted) to the ledger on the Transactions tab of Debtor (customer / client) accounts, or the Transactions tab of the Creditor (supplier / vendor) accounts, as well as on any reports. 

Before you decide to delete a document, it is advisable to make sure that you don't need to: 

Copy the transactions and comments to an active document. 

Use it as a repeating Invoice or schedule it as an repeating Invoice event. 

To delete documents: 

1.Click on the Edit → Delete → Documents menu. The "Delete Invoices" screen is displayed: 

TurboCASH4 Delete documents - Invoices

If the row in which a document is listed is shaded (light cream colour), it indicates that the document is not yet printed. You may wish to print these documents before deleting them. 

Documents in a row with a white background colour (e.g. IN000019 in this example) was printed.

2.Document type - Select Invoices, Credit notes, Quotes, Purchases, Supplier returns or Orders. If you select the All option, all these document types will be listed. 

The same screen will change to reflect the selected document descriptions. If you have any documents for the selected Document type, they will be listed. 

3.Select the following options:

a)Posted - By default only documents will be listed, which have not yet been updated (posted) to the ledger. If you wish to select only those documents which have already been updated (posted) to the ledger, select (tick) the "Posted" field. Only those documents which have already been updated (posted) to the ledger, whether they have been printed or not, will be displayed. If you wish to delete documents which have not yet been updated (posted) to the ledger, leave the "Posted" field blank. 

b)From ... to - This will display From ... To and the name of the Document type. This option allows you to select a starting document number on a drop-down list and a last document number which you need to delete. All documents within the selected range of document numbers will be deleted. 

If you need to delete only one document, the document number in the From and to fields must be the same. 

c)Selected - If you select this option, the From ... to fields and the drop-down lists of document numbers will be de-activated. An arrow will indicate the selected document. 

You may also use the Down arrow or Up arrow keys on your keyboard to select a document from the list.  

4.Click on the Delete button. an information message "Do you want to delete?" will be displayed. 

5.Click on the Yes button.

Finding or locating specific documents 

You may also use the following options to find or locate a specific document (documents): 

1.Search by Invoice no. - (or document number for the selected document type) will reflect the Search by the selected Document type No. 

2.Enter the Document number - The document number will automatically be selected. If not, click on the Search button. 

Sort sequences 

Double-click on the column headings to sort the list of documents ascending or descending: 

1.Invoice no. - (or document number for the selected document type) - By default, all document numbers are displayed ascending (smallest document number to the latest document number). If you double-click on this heading, it will list the Invoice No. or document number for the selected document type descending (from the latest document number to the smallest or first document number).

2.Date - By default, the document dates are listed by document numbers. The dates may not necessarily be in the ascending sequence. To display the dates in the descending sequence (from the latest date to the newest date), double-click on this heading. To display the dates in the ascending sequence (oldest date to the latest date), double-click on this heading again.

3.Account - By default, the Debtor (customer / client) accounts (Invoices, Credit notes and Quotes) and Creditor (supplier / vendor) accounts (Purchases and Supplier returns documents and Orders) are listed by document numbers. The Debtor (customer / client) / Creditor (supplier / vendor) account codes may not be displayed in the ascending sequence. To display the Debtor (customer / client) / Creditor (supplier / vendor) account codes in the descending sequence (9-0 / Z-A), double-click on this heading. To display the Debtor (customer / client) / Creditor (supplier / vendor) account codes in the ascending sequence (0-9 / A-Z), double-click on this heading again.

4.Description - By default, the Debtor (customer / client) accounts (Invoices, Credit notes and Quotes) and Creditor (supplier / vendor) accounts (Purchases and Supplier returns documents and Orders) are listed by document numbers. The Debtor (customer / client) / Creditor (supplier / vendor) account descriptions or names may not be displayed in the ascending sequence. To display the Debtor (customer / client) / Creditor (supplier / vendor) account descriptions or names in the descending sequence (9-0 / Z-A), double-click on this heading. To display the Debtor (customer / client) / Creditor (supplier / vendor) account descriptions or names in the ascending sequence (0-9 / A-Z), double-click on this heading again. 

Context-menu options 

If you select a document on the list, you may right-click to launch the following context-menu: 
TurboCASH4 Delete documents - Context menu

The options are as follows: 

1.Set as From Option - This will set and display the selected document number as the starting document number in the range options "From ..." field. 

2.Set as To Option - This will set and display the selected document number as the end document number in the range options "To..." field. 

3.Update - This will update (post) the document to the ledger.