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UT-K-A  Clear Data

Purpose of Program

Clear Data is a program that can selectively clear various sets of data files of either transaction data (leaving master file data intact) or of all data.  This program is typically used on system start-up in one of two ways:

One, you have a single company and are installing it in the default (blank) company and you want to clear out the handful of GL accounts that come with the system or any other data that may have been entered by people experimenting with the system before implementation started.  In this case you would have Clear Data delete all data in the default company so you can start with completely clean files.

Two, you have two or more companies that share some common master file data, such as the same GL chart of accounts.  You enter this data in the default company first and then use UT-I  Create/Delete Company to create the second company, in the process specifying that all the files from the default company are to be copied over to the second company.  You can then use Clear Data in the second company to clear out any transaction data that may have occurred, but retain the master files such as the chart of accounts.  This process eliminates needless double entry.

General Program Operation

You are then presented with an entry screen with a choice of the following six data categories (file groupings):

General Ledger Chart of Accounts

Accounts Receivable Customers

Accounts Payable Vendors

Inventory Items

Payroll Employees

Manufacturing Systems

Opposite each data category enter a C if you want to keep the master file data, but you want to clear all transactions (such as GL detail entries, aging detail, sales information, open orders, etc.)  Enter a D if you want to clear all data completely, and enter an N if you want to leave the data category untouched.

The Clear Data program can take considerable time to run, depending on the sizes of the files being cleared.