How to clean up old data in ExpensePlus
It can help you and your team to keep the data in your ExpensePlus account tidy and up to date.
In particular, at the start of a new financial year, it can be a good time to clean up old data. ExpensePlus makes it simple to deactivate users, customers, donors, payees and suppliers that you no longer need.
In this article:
Deactivate users
Users who no longer need access to your ExpensePlus account should be deactivated. Any user whose role has changed may also need a change in their user permissions.
This helps keep your account secure and tidy.
This article shows you how to deactivate a user.
Deactivate customers
Deactivating an invoicing customer will keep their details and transaction history, but will remove them from the main customer screen and associated drop-down menus.
This article shows you how to deactivate a customer.
Note: Any customers that have been added but never invoiced can be deleted.
Deactivate donors
You can deactivate donors that have transactions associated with them. This will mean they will no longer appear in the drop-down menu when reconciling bank transactions.
Once deactivated, donors will remain on the system for audit trail purposes. You can view them and reactivate them in the deactivated list of the manage donors screen.
This article shows you how to deactivate a donor.
Note: Any donors who have been added but have not donated can be deleted.
Warning: if you are using the manage donors module for storing details of contacts as well as donors, then you may wish to manually review which donors to delete/deactivate (to avoid removing donors you wish to keep).
Deactivate payees
You can deactivate payees when they are no longer needed. Once deactivated, payees will remain on the system for audit trail purposes. You can view them in the deactivated list of the payee settings.
This article shows you how to deactivate a payee.
Note: Any payees that have been added but have not been used can be deleted.
Deactivate suppliers
You can deactivate suppliers when they are no longer needed. Once deactivated, suppliers will remain on the system for audit trail purposes. You can view them in the deactivated list of the supplier settings.
This article shows you how to deactivate a supplier.
Note: Any suppliers that have been added but have not been used can be deleted.
In addition to the above, you may also wish to review the income and expenditure categories for each fund, to remove any that are no longer needed (e.g. 'Weekend Away 2024') and to add any new ones.
This article shows you how to reorganise your categories.