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I want to delete vendors that haven't been used in 10 years. If I close the books through say 2010 (I have 19 years open) will I be able to delete those old vendors?

 
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Best answer 03-28-2019

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Community Explorer **

Re: I want to delete vendors that haven't been used in 10 years. If I close the books through say...

Thanks very much Betty.
Since I haven't closed the books in my company in at least 20 years, every
transaction and every Vendor is still in my company file.  Before updating
to Desktop 2019 for Mac, I had a couple of hundred vendors (many of which I
haven't used for 10 years) marked as *inactive*.  After updating my company
file all vendors are active again.  I thought why spend a lot of time
creating an inactive list when if I closed the books up to a date of 2012,
I could permanently delete the non used vendors. All these vendors were
paid many years ago so there would be no balances.

I may be wrong but I think if I close my books on 12/31/*2012*, non of my
current balances would change.  Since all of the old vendors bills have
been paid, I thought I could then delete the vendors.  Will that work?   I
imagine many businesses close their books each year.  I have a small
business so I stopped closing each year so I could go back a few years to
check something out if I ever needed to but 20 years is much more than I
need.

Condensing is interesting but the size of  my data file is not really a
problem and since the transactions are still saved, I thought I might not
be able to delete the inactive vendors.

Would closing the books create any problems.

Thanks so much.

5 Comments
Established Community Backer ***

Re: I want to delete vendors that haven't been used in 10 years. If I close the books through say 2010 (I have 19 years open) will I be able to delete those old vendors?

Not if they have been used in a transaction. Short of starting a new company file the best you can do is make them inactive.

QuickBooks Team

Re: I want to delete vendors that haven't been used in 10 years. If I close the books through say...

Hi there, @CaptainSteve.

 

It's nice to have you back here in the Community. I'd be happy to help share some information about deleting vendors in QuickBooks Desktop.

 

In QuickBooks Desktop, you can only delete a vendor if you're going to delete all the transactions associated with it. However, you don't want to delete the said transactions, then you'll have the option to make the vendor inactive. 

 

To do that:

  1. Click on Vendors.
  2. Select on Vendors Center.
  3. Click on the name of the vendor that you wish to delete.
  4. Click on Delete Vendor if there are no transactions associated with the vendor and click Make Vendor Inactive if there are transactions linked to it.
  5. Click on OK to save the changes.

vendor1.PNG

On the other hand, you can use the Condense Data feature to delete the name of unused data entries in QuickBooks Desktop. Here's an article that will guide throughout the process: Use the Condense Data utility.

 

Also, you'll still be able to delete a vendor even if the books are closed already as long as you won't edit any transactions that will change your balance.

 

If you need additional assistance through the procedure, feel free to reach out to our Customer Care Team. They have essential tools like screen-sharing that can guide you with these steps.

 

This information should help you delete your unused vendors in QuickBooks.

 

Please know that I'm just a reply away if you have any other concerns with QuickBooks. I'd be happy to help. Thanks for coming and have a great day!

Community Explorer **

Re: I want to delete vendors that haven't been used in 10 years. If I close the books through say...

Thanks very much Betty.
Since I haven't closed the books in my company in at least 20 years, every
transaction and every Vendor is still in my company file.  Before updating
to Desktop 2019 for Mac, I had a couple of hundred vendors (many of which I
haven't used for 10 years) marked as *inactive*.  After updating my company
file all vendors are active again.  I thought why spend a lot of time
creating an inactive list when if I closed the books up to a date of 2012,
I could permanently delete the non used vendors. All these vendors were
paid many years ago so there would be no balances.

I may be wrong but I think if I close my books on 12/31/*2012*, non of my
current balances would change.  Since all of the old vendors bills have
been paid, I thought I could then delete the vendors.  Will that work?   I
imagine many businesses close their books each year.  I have a small
business so I stopped closing each year so I could go back a few years to
check something out if I ever needed to but 20 years is much more than I
need.

Condensing is interesting but the size of  my data file is not really a
problem and since the transactions are still saved, I thought I might not
be able to delete the inactive vendors.

Would closing the books create any problems.

Thanks so much.

Community Explorer **

Re: I want to delete vendors that haven't been used in 10 years. If I close the books through say...

hanks very much Betty.
Since I haven't closed the books in my company in at least 20 years, every
transaction and every Vendor is still in my company file.  Before updating
to Desktop 2019 for Mac, I had a couple of hundred vendors (many of which I
haven't used for 10 years) marked as *inactive*.  After updating my company
file all vendors are active again.  I thought why spend a lot of time
creating an inactive list when if I closed the books up to a date of 2012,
I could permanently delete the non used vendors. All these vendors were
paid many years ago so there would be no balances.

I may be wrong but I think if I close my books on 12/31/*2012*, non of my
current balances would change.  Since all of the old vendors bills have
been paid, I thought I could then delete the vendors.  Will that work?   I
imagine many businesses close their books each year.  I have a small
business so I stopped closing each year so I could go back a few years to
check something out if I ever needed to but 20 years is much more than I
need.

Condensing is interesting but the size of  my data file is not really a
problem and since the transactions are still saved, I thought I might not
be able to delete the inactive vendors.

Would closing the books create any problems.

Thanks so much.

 

Steve

Highlighted
QuickBooks Team

Re: I want to delete vendors that haven't been used in 10 years. If I close the books through say...

I appreciate your detailed response, @CaptainSteve.

 

I'd like to share some clarifications about deleting your unused vendors in QuickBooks Desktop.

 

You can delete a vendor if you haven't created any transactions to it. As I've mentioned above if you still need the transactions of the vendors, you'll have the option to make them inactive so you can still view their data.

 

Since you've mentioned that 20 years of transactions if more than what you need, then you can completely delete those vendors that are no longer used together with its transaction. Before doing so, I'd suggest creating a backup copy of your company file so you can still restore it in case you have some information you want to look into your files.

 

Here are some great references for the steps of deleting the transactions of your vendors:

That should do it, @CaptainSteve.

 

Don't hesitate to let me know if you have any follow up questions with this concern. I'll be around to help you out. Wishing you and your business continued success.