Pimbrook Software

4482: GDPR Reports in Sage 50 Accounts (V24.2)

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Author: Pimbrook Support

Customer reports – Customer Contacts

 

This report helps you to search your customer records for a name. This report is useful if someone is exercising their right to access their personal data or to erasure, sometimes called the right to be forgotten.

 

  1. To run the report, click Customers and then click Reports. Click GDPR then double-click Customer Contacts.
  2. In the Customer Ref fields, you can enter a range of customer records if required.
  3. In the Contact field, enter the contact name you want to search for.
  4. You can use the Show Active/Inactive drop-down to choose whether you want to search all customer records, just active records or just inactive records.
  5. Click OK

 

The report locates any instances of the name entered in the registered, contact or delivery addresses of your customer records. Once you’ve identified the customer records you need to edit, you should manually check for any other references that need to be edited, such as email addresses or entries in memo fields.

Dormant Customers

 

This report helps you to identify customers that you have not traded with within a date range. You can use this report to identify accounts that can now be deleted.

 

  1. To run the report, click Customers and then click Reports. Click GDPR then double-click Dormant Customers.
  2. Using the drop-down options, choose the date range you’re interested in.
  3. Click OK.

This report lists the account reference and contact details for customers with no transactions in the date range you specified. The last transaction date and current balance are also shown.

 

Supplier reports – Supplier Contacts

 

This report helps you to search your supplier records for a name. This report is useful if someone is exercising their right to access their personal data or to erasure, sometimes called the right to be forgotten.

  1. To run the report, click Suppliers and then click Reports. Click GDPR then double-click Customer Contacts.
  2. In the Supplier Ref fields, you can enter a range of supplier records if required.
  3. In the Contact field, enter the contact name you want to search for.
  4. You can use the Show Active/Inactive drop-down to choose whether you want to search all supplier records, just active records or just inactive records.
  5. Click OK

The report locates any instances of the name entered in the registered, contact or delivery addresses of your supplier records. Once you’ve identified the supplier records you need to edit, you should manually check for any other references that need to be edited, such as email addresses or entries in memo fields.

 

Dormant Suppliers

 

This report helps you to identify suppliers that you have not traded with within a date range. You can use this report to identify accounts that can now be deleted.

  1. To run the report, click Suppliers and then click Reports. Click GDPR then double-click Dormant Suppliers.
  2. Using the drop-down options, choose the date range you’re interested in.
  3. Click OK.

This report lists the account reference and contact details for customers with no transactions in the date range you specified. The last transaction date and current balance are also shown. For further information about deleting records, read more

For more information about the GDPR, visit www.dataprotection.ie and http://gdprandyou.ie

 

How To delete old records

 

It can be useful to occasionally remove records that you no longer use from Sage Accounts. This reduces the number of old records you have to look through so you can find things more quickly. Generally, you can delete records from Sage Accounts if they have no balance or transactions remaining on them.

 

Customer and supplier records

 

You can delete customer or supplier records if they have no remaining balance, no transactions associated with the account and are not associated with a project.   Before you remove or delete any details please ensure you take a backup of your data.

  • If the account has a balance, you must post transactions to make the account balance zero.
  • If the account has associated transactions, you can remove these by backing up and running the Clear Audit Trail This permanently removes all fully paid, allocated and reconciled transactions up to a specific date. An account may have deleted transactions which must also be cleared. These don’t appear on the record if the Settings > Company Preferences > Parameters > Exclude deleted transactions check box is selected.

 

To delete a record

 

  1. Open the relevant module and select the records you want to delete.
  2. Click Delete then, to confirm deletion, click Yes.

 

After deleting records we recommend that you take a backup and compress the relevant ledger.

 

Bank and nominal records

 

You must delete bank accounts from within the nominal ledger.

You can delete nominal records if they have no remaining balance, no associated transactions and they are not defined as a control account or the default cash sales bank account.

  • If the account has a balance, you must post transactions to make the account balance zero.

If the account has associated transactions, you can remove these by backing up and running the Clear Audit Trail option. This permanently removes all fully paid, allocated and reconciled transactions up to a specific date. An account may have deleted transactions which must also be cleared. These don’t appear on the record if the Settings > Company Preferences > Parameters > Exclude deleted transactions check box is selected.

  • You can’t delete accounts that are defined as control accounts. Before you delete a record, check it’s not listed as a control account in Settings > Control Accounts.
  • You can’t delete a bank account if it’s defined as the default cash sales bank account for invoices and orders.To check this, click Settings then click Invoice and Order Defaults and click Cash Sales then click Default Cash Sales Bank Account.

 

To delete a record

 

  1. Open the relevant module and select the records you want to delete.
  2. Click Delete then, to confirm deletion, click Yes.

 

After deleting records we recommend that you take a backup and compress the relevant ledger.

 

Product records

 

Product records can be cleared if they have no remaining stock quantity, no associated transactions and are not associated with a bill of materials.

  • If the record has a quantity in stock, you must use the stock or post an adjustment to make the quantity in stock zero.
  • If the record has associated transactions, you can remove these by backing up and running the Clear Stock This permanently removes all transactions that are complete, up to a specific date.
  • To check if a product is associated with a bill of materials, you can run the Product Explosion report.

 

To delete a record

 

  1. Open the relevant module and select the records you want to delete.
  2. Click Delete, and then to confirm deletion, click Yes.

After deleting records we recommend that you take a backup and compress the relevant ledger.

 

Disclaimer

The information provided in this document is for guidance purposes only. It should not be taken for, nor is it intended as, legal advice. While we have made every effort to ensure that the information is correct and up to date, Pimbrook makes no promises as to completeness or accuracy and the information is delivered on an “as is” basis without any warranties, express or implied.

Pimbrook will not accept any liability for errors or omissions and will not be liable for any damage (including, without limitation, damage for loss of business or loss of profits) arising in contract, tort or otherwise from the use of or reliance on this information or from any action or decisions taken as a result of using this information.

 


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