taken from the
This option allows you to Clear or Reset all transactions and / or
balances within a Set of Books on your system. This process has exactly the
same actions as the Delete a Set of Books menu option as far as all your data
regarding your transactions, batch entries, etc. will be permanently removed
from the system. The only difference is that when you use the Clear / Reset menu
option you will still be able to access the set of books from the File - Open Set of
Books menu option. All your data that was originally
setup for your set of books such as your account codes, stock codes and selling
prices, debtor accounts, creditor accounts, contacts, reporting groups, etc.
will still be available.
You must completely be sure if you Clear / Reset a Set of Books, as the transactions and balances and stock quantities and cost prices will be permanently lost.
There are 2 options to clear or reset a Set of Books, i.e.:
To Clear/Reset all transactions and balances:
Click on Tools - Global Processes - Clear /
Reset menu option or press the 
and 
and 
and 
keys on your keyboard. The following Confirmation screen will be
displayed.
Click on the 
button only if you are
absolutely sure. Another Confirmation screen will be displayed.
If you click on the
button, the process will be
cancelled.
On this screen you have the last chance to
cancel the clearing process. If you click on the button, the process will be
terminated. If you click on the button, the following confirmation screen will be displayed:
If you do not want to use the current balance as the opening or starting balance for the
Set of Books, click on the button. The Set of Books will be cleared / reset and
your transactions and balances will be permanently lost.
To Clear Reset all the Transactions and generate transactions for current balances:
Click on the button to use or retain the current balances, the following options screen (similar to the
trail balance options) screen will be displayed.
Select the following for the current balances to be generated or exported as transactions:-
Click on the 
button.
The Set of Books will be cleared / reset and transactions for the current balances will be generated.
Once this process is finished, the Batch Type selection screen will be displayed.
Select the batch type into which you need to import and process the transactions
for the current balances (to be used as opening balances) and click on the 
button.
The current balances will be imported as transactions into the Batch Entry screen as follows:
Check that the balances are absolutely correct and that sub-accounts are used for accounts containg sub-accounts.
Once this is finished, you need to change the alias, list the transactions in the batch and update or post the transactions to the ledger. It is also recommended that a
trial balance be generated, checked and retained before you start to process any further data or transactions in the Set of Books.
Before you delete a Set of Books from your system, please make sure that all the necessary reports are printed and retained together with the necessary supporting documents, such as slips, cheques, invoices, etc. to substantiate your profit from the business have submitted on your Tax returns. You must remember, even if you are a small business, you need to keep the necessary records for 5 years commencing from the date of the date of receipt of the last applicable Tax return for audit and record purposes.
You must completely be sure if you Clear / Reset a Set of Books, as the transactions and balances and stock quantities and cost prices will be permanently lost.
There are 2 options to clear or reset a Set of Books, i.e.:
- Clear Reset all transactions and balances in a Set of Books.No transactions or any balances will be available in the Set of Books.
- To Clear Reset all the transactions and generate transactions for current balances. This option can be useful at the beginning of a financial year or book year (if you need to clear the transactions and use the current balances as opening balances without keeping record of all the transactions and data.
To Clear/Reset all transactions and balances:
Click on Tools - Global Processes - Clear /
Reset menu option or press the and and and keys on your keyboard. The following Confirmation screen will be
displayed.Click on the button only if you are
absolutely sure. Another Confirmation screen will be displayed. If you click on the
button, the process will be
cancelled.On this screen you have the last chance to
cancel the clearing process. If you click on the button, the process will be
terminated. If you click on the button, the following confirmation screen will be displayed:If you do not want to use the current balance as the opening or starting balance for the
Set of Books, click on the button. The Set of Books will be cleared / reset and
your transactions and balances will be permanently lost.To Clear Reset all the Transactions and generate transactions for current balances:
Click on the button to use or retain the current balances, the following options screen (similar to the
trail balance options) screen will be displayed.
Select the following for the current balances to be generated or exported as transactions:- | Option | Description |
| From | If the cursor is in this field, the Periods search facility will be displayed. Select the start date from which you wish to include the balances. |
| To | If the cursor is in this field, the Periods fast search facility will be displayed. Select the end date until which you wish to include the balances. |
| Show Sub-Accounts | Tick this option to generate or import transactions for the current balances of sub-accounts. This is recommended, since you will not be allowed to update or post transactions to the ledger for accounts, which have sub-accounts. |
| Include Zero Balances | Do not tick this option. |
| Last Year Only | If this field is selected, the current balances will be generated or imported into the batch for the account balances of Last Year only for the selected periods. |
| Sequence | You may select that the transactions for the current balances are generated or imported into the batch according to Account Number, Account Description, Account Type, Account Group 1 or 2 (Reporting Group 1 or 2). The description of Account Group 1 or 2 you have entered on the Reporting Group Name field on the Account tab on the Setup - System Parameters - Groups menu option may be reflected in this drop down list. It is recommended that the same sequence as the source trial balance (before performing the Clear / Reset function) be selected, since it will make it easier to check the generated transactions. |
Click on the button.
The Set of Books will be cleared / reset and transactions for the current balances will be generated.
Once this process is finished, the Batch Type selection screen will be displayed.Select the batch type into which you need to import and process the transactions
for the current balances (to be used as opening balances) and click on the button.
The current balances will be imported as transactions into the Batch Entry screen as follows:
Check that the balances are absolutely correct and that sub-accounts are used for accounts containg sub-accounts.
Once this is finished, you need to change the alias, list the transactions in the batch and update or post the transactions to the ledger. It is also recommended that a
trial balance be generated, checked and retained before you start to process any further data or transactions in the Set of Books.
Before you delete a Set of Books from your system, please make sure that all the necessary reports are printed and retained together with the necessary supporting documents, such as slips, cheques, invoices, etc. to substantiate your profit from the business have submitted on your Tax returns. You must remember, even if you are a small business, you need to keep the necessary records for 5 years commencing from the date of the date of receipt of the last applicable Tax return for audit and record purposes.
