This option allows you to Clear / Reset all transactions and / or balances within a Set of Books on your system. This process has exactly the same actions as the File→Delete 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 Tools→Global Processes→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 set up 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.

- It is recommended to make sufficient backups of your data before using this menu option. If you used the Tools→Global Processes→Clear / Reset menu option by accident, you need to restore your Set of Books from the backup disks. You may also have to enter any transactions from your last backup until you have used the Tools→Global Processes→Clear / Reset menu option, unless you have not processed any transactions since your last backup.

- Before you clear / reset 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 receipt of the last applicable Tax return for audit and record purposes. In addition to this, other legislative and / or statutory requirements, may also be applicable to your specific business type and / or industry.

- You must be completely sure when you Clear / Reset a Set of Books, as the transactions and balances and stock quantities and cost prices will be permanently lost.

There are two options to clear or reset a Set of Books:

1. Clear / Reset all transactions and balances in a Set of Books. No transactions or any balances will be available in the Set of Books.
2. 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:

1. Click on the Tools→Global Processes→Clear / Reset menu option.
   - Keyboard Access: Press the Alt+T+G+C keys on your keyboard.
   The following confirmation screen is displayed:
   
   - If you click on the No button, the process will be cancelled.
2. Click on the Yes button only if you are absolutely sure. Another confirmation screen is displayed:
   
   - On this screen you have the last chance to cancel the clearing process. If you click on the Yes button, the process will be terminated.
3. Click on the No button to clear / reset the Set of Books. The following confirmation screen is displayed:
   
   
4. If you do not want to use the current balance as the opening or starting balance for the Set of Books, click on the No button.
   - The Set of Books will be cleared / reset, and your transactions and balances will be permanently lost.
   - Before you click the No button, please read the next procedure.

To Clear / Reset all transactions, and generate transactions, for current balances:

1. On the Do you wish to use the current balance as opening balance? confirmation screen in step 4 above, click on the Yes button to use or retain the current balances. The following options screen (similar to the trial balance options) screen is displayed:
   
   
2. Select the following for the current balances to be generated or exported as transactions:
   1. From ... To - Select the start date and end dates (periods) from and to which you wish to include the balances.
   2. 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 (post) transactions to the ledger for accounts, which have sub-accounts.
   3. Include Zero Balances - Do not tick this option.
   4. 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.
   5. 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.
3. Click on the OK button. The Set of Books will be cleared / reset and transactions for the current balances will be generated. Once this process is finished, the following Select Import Batch screen is displayed:
   
   
4. Select the batch type and click on the Open button. The Batch Type selection screen is displayed:
   
   - If the Speed Settings (Do not Calculate Batches field) is not ticked on the Setup→Preferences→Data Parameters menu option, the Debit / Credit Unposted Totals will be displayed display as zero.
   - You may manually close this Batch Type screen, and re-open it at a later stage, by pressing the F2 key on your keyboard, or by clicking on the Input→Batch Entry menu option.
5. Once you have selected the batch type into which the transactions was imported (as selected on the Select Import Batch screen), click on the Open button of the Batch type screen. The current balances will be imported as transactions into the Batch Entry (e.g. General Journal) screen as follows:
   
   
6. Check that the balances are absolutely correct, and that sub-accounts are used for accounts containing sub-accounts.
7. Once this is finished, change the alias (batch name), list the transactions in the batch, and update (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.

— digidan 2006/11/03 07:11