Old outstanding purchase orders and sales orders on the system

Question

Good day all, 
 I need some assistance. 
 My company is trying to clean their sage 200 system and get it in order. The system has purchase orders on it from 3 years ago where sone have a GRV number but are still sitting as outstanding because no supplier invoice was processed. Some dont have a grv number at all. 
 
 If I had to process these so it doesnt sit as outstanding anymore would that affect the accounting part of the system? Or does rhe accounting part get affect once the GRV is done? Im not sure how to do this. 
 
 Please can someone advise. 
 
 Thank you

Bennie Pienaar · Accepted Answer

Hi Proud_Scouser19 
 The best way to get rid of your old/unused outstanding Purchase Orders is to do the following: 
 1.Backup the company and ensure all other users are logged out 
 2. Go to Order Entry | Maintenance | Cancel Orders - 
 3. In here select the various filters and process the cancellation of orders (Sales and/or Purchase Orders) 
 4. Then go to Order Entry | Purge Orders (Sales and/or Purchase Orders) 
 5. In here select the various filters and process the purging of orders - this means afterwards you won;t be able to fund any of the purged orders afterwards 
 
 Please also note: 
 You stated/asked: 
 If I had to process these so it doesnt sit as outstanding anymore would that affect the accounting part of the system? Or does rhe accounting part get affect once the GRV is done? Im not sure how to do this. 
 Answer: The moment you process any outstanding order (PO or SO) then you will affect the Accounting part of the system as the GRV and or Supplier Invoice is processed which means a direct impact on the supplier, stock and GL accounts 
 So yes, the following can be confirmed: 
 1) By capturing and simply Placing a new SO or PO, now GL, supplier/customer or stock account is affected 
 2) But the moment you process the SO/PO the GL, supplier/customer or stock accounts are affected 
 
 Finally: The best advise I can give you is the following: 
 1) Restore your company backup as a new database called DEMO (using MS SQL Management Studio) 
 2) Then locate, open and test as much as possible on any type of query you have. Working in the DEMO DB will ahve no affect on your live company. 
 Once you're better skilled, satisfied and confident in working in Evolution you can then repeat the same transactions as required in the live company. 
 
 Kind Regards 
 
 Bennie

Sage 200 Evolution

Old outstanding purchase orders and sales orders on the system

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