Find and Retire Inactive Vendors in Intacct

Over time a client's vendor list accumulates vendors that are no longer used. This guide finds them using the AP ledger report and then retires them in bulk.

Source: Technical/Inactive Vendors Reporting.docx. Related SOP: Add a new vendor in Sage Intacct.

Build the list of inactive vendors

Run the AP ledger report

From the AP menu, run the AP ledger report.

Sage Intacct AP ledger report menu — The AP ledger report in the Accounts Payable menu

Set the report parameters

Run the report for the prior year, making sure to include all vendors and include 1-time vendors. Export the report in CSV.

Sage Intacct AP ledger report parameters — Report parameters — all vendors including one-time vendors

Sage Intacct AP ledger CSV export — Exporting to CSV

Filter out the total rows

In the Excel file, add a filter in the header row (row 2). Filter the vendor column for does NOT contain → total.

Excel filter added to AP ledger export — Adding the filter to the header row

Excel filter excluding total rows — Filtering out rows containing 'total'

Filter the date column to blanks

Filter the Date column to show only blanks.

Excel filter on date column showing blanks — Filtering the date column to blanks only

Expected outcome: the report now contains all vendors that had no activity for the date range selected. This is your candidate list.

Mass-update the vendor statuses

Vendor statuses can be mass updated through a vendor CSV import.

Sage Intacct vendor CSV import — Preparing the vendor CSV import

Choosing the right status

There are two approaches, and the difference matters for reporting.

Option 1 — Active non-posting or Inactive

Both options prevent transactions and remove the vendor from the dropdown list when entering a bill.

Status	Effect
Active non-posting	Restricts posting but still allows reporting on the vendor
Inactive	Restricts posting

Prefer active non-posting when you may still need to report on the vendor's history. It's the safer default for a cleanup pass.

Sage Intacct vendor status field — Setting the vendor status

Sage Intacct vendor set to active non-posting — Active non-posting status applied

Sage Intacct bill entry vendor dropdown without inactive vendor — The vendor no longer appears in the bill entry dropdown

Option 2 — On hold and don't pay

Mark the vendor as on hold and don't pay. The vendor still shows up when entering invoices, but Intacct won't allow posting.

Sage Intacct vendor on hold and do not pay settings — On hold and don't pay settings

Sage Intacct vendor still visible with on hold status — The vendor remains visible in entry screens

Sage Intacct blocked posting for on hold vendor — Posting is blocked

Which to use

Goal	Use
Remove the vendor from entry screens but keep reporting	Active non-posting
Remove the vendor from entry screens entirely	Inactive
Keep the vendor visible so staff can see it exists, but block posting	On hold + don't pay

Add a new vendor in Sage Intacct — the vendor setup this reverses
Day-to-day AP transactions in Sage Intacct