I’m looking for advice on the best and safest way to purge data from Acumatica. Specifically, I’d like to remove older transactional records (such as Sales Orders, Invoices, and GL entries from past years) that are no longer needed for daily operations.
I understand that transactional data often links back to the General Ledger and other master data, so simply deleting records could cause imbalances or impact historical reports. So we want to be extremely careful.
Has anyone successfully purged old data while maintaining data integrity and proper audit trails?
Are there any built-in tools, best practices, or third-party solutions you’d recommend?
Is it better to archive certain data instead of deleting it entirely? If so, how?
Any steps or precautions to take before doing a purge (such as closing financial periods or exporting data)?
Thanks in advance for any guidance or experience you can share!
Best answer by aaghaei
@jorgep17
Logs can safely be deleted as Yuriy mentioned. What are you asking I think includes all sorts of transactions. Deleting transactions can and will cause problems unless you somehow enter a summarized version of data to be deleted like GL trial balances, PM Trans, Open AP/AR, inventory …
Acumatica retains a lots of summary tables which are calculated from transactional tables. All modules have these summarized tables in different layers. When a summary table runs out of balance, if you call Acumatica support (I.e your Trial Balance isn’t balance, project balance is not making sense, vendor/customer balance is wrong …) they will ask you to “Recalculate SOMETHING”. When you do so, the calculations engine will refer to the details to rebuild the summary tables. Now opening balances are not entered for the “current new period range” and some transactions are deleted. Long story short you will have a screwed up data. As far as I know and I have searched around there is no readily available tools for this.
Logs can safely be deleted as Yuriy mentioned. What are you asking I think includes all sorts of transactions. Deleting transactions can and will cause problems unless you somehow enter a summarized version of data to be deleted like GL trial balances, PM Trans, Open AP/AR, inventory …
Acumatica retains a lots of summary tables which are calculated from transactional tables. All modules have these summarized tables in different layers. When a summary table runs out of balance, if you call Acumatica support (I.e your Trial Balance isn’t balance, project balance is not making sense, vendor/customer balance is wrong …) they will ask you to “Recalculate SOMETHING”. When you do so, the calculations engine will refer to the details to rebuild the summary tables. Now opening balances are not entered for the “current new period range” and some transactions are deleted. Long story short you will have a screwed up data. As far as I know and I have searched around there is no readily available tools for this.
