Extracting current supplier list

[Suchi]

Hi,

I currently work with Sage 50 account professional (2010).
We have a long list of suppliers and nearly half of them are no longer in use. How can i extract a list of current suppliers from the long list of suppliers please?

Cheers

[brucedenney]

I am not sure exactly what you are trying to do.

But

You can use a search to filter suppliers to only show suppliers whom you have paid or have had invoices form since a selected date, this will limit the view to just "current" suppliers, the only problem with that is that new suppliers will not have a last invoice date or a last payment date.

Once you have then filtered, you could swap and send them to excel with the office integration, or run a report to csv

Personally, I would do the opposite and find all the obsolete suppliers, change the account status to "closed" with a batch change, I would use a search filter to keep them hidden all the time. At year end when the audit trail is cleared I would then swap the search filter to show only closed accounts, swap and delete them, some would remain, but I can still hide them with the search.

[Suchi]

Hi Bruce,
Many thanks for your feedback.

Apparently there is a limitation to the suggested solution.

We only raise purchase orders through Sage we dont complete the whole transaction on sage. This is what i mean.

I raise an order, then attach the PO to my email and send it from my work email address. When the order has been received, I complete as delivered on Sage and that is all we do.

We dont post invoices or make payment via sage so I dont really have much to filter with. In other words it looks like we just use sage to keep a record of suppliers,products and prices.

Now we have a long list of suppliers(nearly 2000) and we want to extract only the list of the suppliers we have used in the past 12months. If i decide to use the 2nd option you suggested which might eventually be my only choice, it just seems a long way to have to select the suppliers one after the other to batch them as closed.

Please do you think there is any other way around it?

Thank you.

[brucedenney]

Seems a weird to be using only part of the system. However....

What you could do is to

Create a list of all the "current" suppliers in excel.

Use a search and excel integration to send all orders after a certain date/number to excel.

Delete all the columns except the account ref
Add in a column for the account status field in the supplier record and put 0 in all the rows for this value (0 = open)

In sage use batch change to set all the accounts to have the status closed

Import the supplier account references and status fields

Use a search to find the accounts that are still closed

Swap and delete

You could also use a search to find all the old orders and delete them all.

Run re-index and compress