How do I delete history?

Delete transaction history from the database.

In Connect applications, History refers to transactions that are created when a user performs an action. For example, printing a check, closing a job, terminating an account, shutting off service are all tasks that will create a transaction. The application creates the transaction and saves it to the hard drive on your PC.

Why do I need to delete history?

Over time too much history can lead to slower performance, which in turn can make it more difficult to access files. In order to maintain optimal performance, you should clear history when it has outlived its usefulness.

How do I clear history?

At the appropriate time, run Organization > Delete History. The routine uses the default settings for retaining history to prevent you from deleting new transactions.

Which transactions will this routine delete?

This routine deletes transactions with transaction dates that occur on or before the Delete History date. Then the routine will only remove

the completed tax returns and associated billings, payments, or adjustments with a transaction date that occurs on or before the delete history date,
the tax record with a "closed" tax status if the tax record is assigned to a tax return type that is not linked to a return or related transactions,
businesses and related tax records with a "closed" tax status if the business is not linked to a return or related transactions.

Connect will not delete the records if the routine finds tax returns with a balance, tax records that have not been assigned to a "closed" tax status, or the business has related tax records that have not been assigned to a "closed" tax status.

Important! Deleted information can only be restored from the backup.

In this Topic HideIn this Topic Show

How do I delete history?
1. Why do I need to delete history?
1. How do I clear history?
1. Which transactions will this routine delete?
1. Before you get started
1. Printing a delete history list
1. Deleting history

Before you get started

Back up the database. See the help topic titled How do I back up a database?
Check the default setting for keeping transaction history in Organization > Keep x Years of History.

Printing a delete history list

1. Open Connect Business Tax Collection > Businesses > Delete History.

2. Select the checkbox titled Print Report Only.

3. Set up the option to Delete History Prior or Equal to MM/DD/YYYY.

Use this option to delete transactions that were created on or before the MM/DD/YYYY. The date that appears in this field is set by the default setting in the Organization > Keep x Years of History field.

What do you want to do?

I want to delete history prior to MM/DD/YYYY. Click to select Delete History Prior or Equal to MM/DD/YYYY.
I do not want to delete history prior to MM/DD/YYYY. Click to deselect Delete History Prior or Equal to MM/DD/YYYY.

4. Set up the option to Delete Businesses With No Taxes.

This option will search businesses for tax transactions. If the business does not have any tax transactions, then you can use this option to delete the business record from the database. Remember to back up the database before you select this option. The only way to restore the deleted businesses will be to use a backup file.

What do you want to do?

I want to delete businesses without taxes. Click to select Delete Businesses With No Taxes.
I do not want to delete businesses without taxes. Click to deselect Delete Businesses With No Taxes.

5. Set up the option to Delete Owners Not Associated With Any Business.

Search the database for owner records that are not linked to a business record.

What do you want to do?

I want to delete owner records when the owner record is not referenced by a business. Click to select Delete Owners Not Associated With Any Business.
I do not want to delete any owner records. Click to deselect Delete Owners Not Associated With Any Business.

6. Click GO (CTRL+G).

Connect prints a report of the transactions that will be deleted using the current selection criteria.

Deleting history

1. Open Connect Business Tax Collection > Businesses > Delete History.

2. Do not select the checkbox titled Print Report Only.

3. Use the same options as you used to print the Delete History List.

4. Click GO (CTRL+G).

Connect deletes the transactions selected by the selection criteria and prints a report of the deleted transactions.