SA Administrator Inactive Vendor Removal Report overview

System Administrator > Administration > SAA Reports > SAAIV

Function acronym: SAAIV

Use this report to remove all vendor records that are inactive due to lack of use or because a new set of data is available for the new year. Run this report at least once a year.

This report only removes vendor records with a vendor class that is greater than zero. Vendors are classified when the Vendor Administrator Vendor Classification Report is generated. Vendors that meet one of these conditions are included on the report:

  • Currently inactive
  • Vendor class of 13
  • Has not had any activity, based on the dates specified in the Print Vendors With No Activity Since? and Inact New Vendors W/O Activity For #Days options

If the Last PO Date and the Last Invoice Date for the vendor are blank, the last Transaction Date is used when checking the dates in the Print Vendors With No Activity Since? and Inact New Vendors W/O Activity For #Days fields.

Example:

Print Vendors With No Activity Since? is 12/31/17

Inactivate The Non-Active Vendors? is Yes

Inact New Vendors W/O Activity For #Days is 90

Current report run date: 11/15/20

Vendor ABC's dates:

  • Last PO Date: blank
  • Last Invoice Date: blank
  • Date of last transaction: 9/21/20

These dates are viewed on the General and Transactions views in Vendor Inquiry.

The Last PO Date and Last Invoice Date are blank, therefore, the last transaction date from the vendor record is used instead when determining inactive vendors for this period. The last transaction date of 9/21/20 is after the dates specified in the report options, so this vendor record is not inactivated.

The report includes a summary page that shows the total number of records that were deleted from each data set. The report also generates an exception report that included master records that were not deleted.

Caution: 
The system administrator or someone familiar with vendor records should run this report. A security level of 5 is required to make deletions. We recommend that you review the records before deleting them.

These records are removed for vendors that qualify within the report parameters:

  • Vendor Setup
  • Vendor Ship From Setup
  • Vendor Maintain Balance Entry
  • Vendor Purchase History Setup
  • Product Line Setup
  • Vendor Notes

Prerequisites

Run the Vendor Administrator Vendor Classification Report before you remove inactive vendors.