Over time, Accounts Receivable data in Dynamics GP can become cluttered with fully paid invoices, credit memos, and cash receipts that are no longer needed in open transaction tables. While these transactions may be complete, keeping them in “Open” can slow down inquiry windows, clutter customer statements, and make day-to-day receivables management less efficient.

Fortunately, Dynamics GP includes a built-in Paid Transaction Removal routine that allows users to move fully applied Sales (A/R) transactions from Open to History. This month’s tip explains how the routine works, how to run it safely, and a few important best practices to keep in mind before processing.

Tip summary: Use Paid Transaction Removal to move completed A/R transactions to History

The Paid Transaction Removal routine in Dynamics GP moves fully applied Accounts Receivable transactions from the Open tables into History tables. This helps maintain cleaner receivables records and improves the usability of inquiry screens and reporting.

By regularly moving completed transactions to History, organizations can:

• Keep open transaction tables smaller and easier to manage
• Reduce clutter on customer inquiry screens and statements
• Improve system performance for receivables processing
• Maintain more organized historical records

Unlike Accounts Payable, where paid transactions automatically move to History, Accounts Receivable requires this routine to be run manually.

Tip steps: How to run Paid Transaction Removal in Dynamics GP

Step 1: Perform a database backup

Before running any routine that modifies data, perform a full backup of your company database. This provides a recovery point if needed.

Step 2: Navigate to the Paid Transaction Removal Routine

Go to: Sales > Routines > Paid Transaction Removal

Step 3: Select the customer range

Choose whether to process:

• All customers
• A specific Customer ID range
• A specific Class ID range

This allows you to control which transactions are evaluated during the process.

Step 4: Enter cut-off dates

Enter the appropriate cut-off dates for:

• Documents (invoices and credit memos)
• Checks/Cash Receipts

Pro Tip: Set the check/cash receipt cut-off date a few weeks earlier than your document cut-off date. This helps avoid accidentally moving recent checks that may still require NSF processing or adjustments.

Step 5: Select transaction types and process

Mark the document types you want to remove, then click Process to move eligible fully applied transactions from Open to History.

Tip insights:

• Run the aging process First – Before running Paid Transaction Removal, it is highly recommended to run the Aged Trial Balance with Options routine. This helps ensure receivables data is balanced and accurate before transactions are moved to History.
• Understand the impact of moving transactions to History – Once transactions are moved to History, they can no longer be unapplied through standard Dynamics GP functionality. If historical transactions must be unapplied later, you will need to use the Receivables Transaction Unapply tool available in the Professional Services Tools Library (PSTL).
• Use built-in help resources – If you need additional guidance while running the routine, press F1 within the Paid Transaction Removal window to access Microsoft’s built-in field-level help documentation.

Why this tip matters

Regularly running Paid Transaction Removal helps keep Accounts Receivable data organized, improves inquiry efficiency, and prevents old paid transactions from cluttering customer records and statements. For organizations processing a high volume of receivables transactions, this simple routine can help users work more efficiently and maintain cleaner financial data.

Small maintenance tasks like this can go a long way in improving the overall performance and usability of Dynamics GP. If you’d like help optimizing receivables processes, training your team, or identifying additional ways to get more value from GP, our Microsoft experts are here to help. Contact our team today, and be sure to return next month for another Dynamics GP Tip of the Month.