Use the Clear Paid Items tool to clear (remove) open items that are completely paid and to move all the entries related to those paid open items from the current transaction file to a history transaction file. Miscellaneous Income, Accumulator Adjustment, Reference, Vacancy Loss, and Straight Line Rent entries are also moved. You enter a cutoff date to limit the entries that are affected.

Items that you clear do not appear in Change Entries and you cannot change them. Items in the history file are available on reports and inquiries when you select the history transaction file.

Notes:

• Ensure that all other operators have exited Sage 300 Construction and Real Estate accounting modules before starting this task.
• It is advised that you have a current backup of your files prior to processing Clear Paid Items.
• Be careful when selecting the Cutoff date; there is no way to undo this process. If you find that you have used the wrong date, you must restore from backup.
• Depending on the size of your data files and network configuration, running Clear Paid Items can be a time consuming process.
• If you use Conditions to limit items by property, lease or tenant, only the selected records that meet the conditions are processed. For example, if you select to Clear Paid Items for a single property, only transactions for that property are evaluated.

Instructions:

1. Verify that all other operators have exited the software.
2. Back up your Current.pmt and History.pmt files using File Tools. If the Clear Paid Items process ends unexpectedly for any reason, you need to restore your Current.pmt and History.pmt files. Refer to How do I use File Tools to back up data files? for additional information.
3. In Property Management, from the Tools menu, select Clear Paid Items and then click Yes.
4. Enter a date to limit which paid items and transactions will be cleared in the Cutoff date box. After these items move to history, you can no longer change them in Change Entries.
5. Click Conditions to select transactions for one or more properties, leases, or tenants and then click OK.
6. Click Start.
7. Review the Clear Paid Items journal and print the Transactions by Lease report (Reports, Reconciliation) to verify that all transactions moved.

After you process Clear Paid Items, you can also process File Doctor to compact the PM Current transaction file. This removes the empty space left in the current.pmt from cleared items and may improve the speed of Property Management processing. See How do I compact my data files? for more information.

For additional information about clearing paid items, refer What is the criteria for moving transactions with Clear Paid Items?

How do I archive my Property Management data? (move to history)