Data Cleanup Guide

Use this guide to clean QBM data safely without damaging transaction history, reports, or audit records.

Overview

Data cleanup improves search, reporting, and daily work. However, records used in transactions often cannot and should not be deleted. In many cases the correct action is to correct the name, fill missing details, merge according to company policy, or mark the record inactive.

Safe Cleanup Rules

  • Create a backup before major cleanup work.
  • Clean master records before importing more data.
  • Search carefully before creating replacement records.
  • Use inactive status for old customers, vendors, items, accounts, and employees where available.
  • Do not delete records with transaction history unless QBM and company policy allow it.
  • Keep a written list of major changes for support and audit follow-up.

Common Cleanup Areas

AreaWhat To Review
CustomersDuplicate names, missing VAT numbers, bad phone/email, old inactive accounts, wrong credit terms.
VendorsDuplicate suppliers, missing contact details, old inactive vendors, payment terms.
ItemsDuplicate items, wrong SKU/code, discontinued items, missing tax, unit, category, price, cost, or account setup.
AccountsUnused accounts, wrong account type, header/detail mistakes, inactive accounts.
LocationsOld stores, wrong store type, duplicate location names, inactive warehouses.
TransactionsDraft, pending, duplicate, voided, or incorrectly dated documents.

Recommended Workflow

  1. Define the cleanup scope, such as customers, items, or old transactions.
  2. Export the current list for review.
  3. Mark possible duplicates and records to inactivate.
  4. Review with the responsible department.
  5. Back up the database.
  6. Apply changes in small batches.
  7. Run reports or lists again to confirm the result.

What To Avoid

  • Do not rename records to vague names such as Old Customer or Do Not Use without approval.
  • Do not change account types after transactions exist unless accounting approves it.
  • Do not reuse old item codes for different items.
  • Do not delete records just to hide mistakes. Use proper correction, void, refund, or reversal workflows.