How to inactivate customers and vendors in Sage 100

To inactivate customers or vendors in Sage 100, open the appropriate maintenance module, change their status to “Inactive,” and resolve any outstanding orders or invoices as prompted; once finalized, inactive records cannot be used for transactions unless specific security permissions are adjusted.

If your organization stops doing business with a particular customer or vendor, or you simply want to prevent transactions for that company in Sage 100 (version 2013 or later), you can deactivate their records. Since active status is required for exchanging funds, you will need to adjust role security settings if you wish to process payments to an inactive vendor or receive payments from an inactive customer.

Before you can officially deactivate a customer or vendor, Sage 100 checks for any open orders, repetitive invoices, or assignments to items or jobs. If any of these exist, you must resolve them first to proceed.

Step 1: Access the maintenance module

In Sage 100, open either the Customer Maintenance or Vendor Maintenance module, depending on which party you want to inactivate.

 

Click the “Additional” tab. Under Customer Status or Vendor Status, select “Inactive.”

Step 2: Address any exceptions

If Sage 100 detects an issue that prevents you from inactivating a customer or vendor, a dialog box will appear.

 

Click “Details” to view the explanation. This will take you to the “Inactive Status Exception List” screen.

 

Step 3: Manage open invoices

If open invoices exist for the customer or vendor, Sage 100 will notify you. You can still mark them as inactive, but keep in mind that a security event is required to process payments to or from inactive records.

 

When prompted, select “Yes” to continue.

Step 4: Change the status

You will return to the Customer or Vendor Maintenance screen.

 

Proceed by changing the status to “Inactive.”

Step 5: Assign a reason for inactivity

Optionally, you can assign a reason for inactivating the customer or vendor, such as bankruptcy or another relevant code. Click the magnifying glass icon to select from available options.

 

Step 6: Finalize inactivation

Click “Accept.” The record will now show as “Inactive” and cannot be used to process transactions.

Looking for additional Sage 100 tips and best practices? Check out our Insights hub for more ERP and accounting software guidance.

Next steps

At Rand Group, we help organizations optimize their Sage 100 environments and streamline financial operations. Whether you need help managing customer and vendor records, upgrading your ERP, or exploring integrated business solutions, our experienced consultants are here to guide you.

Contact Rand Group today to discuss your Sage 100 needs or to learn about our full suite of business software solutions. If you’re considering migration or support with other platforms, our team offers expert insight and implementation services to ensure your business stays efficient and compliant.