---
title: "Find and Retire Inactive Vendors in Intacct"
sidebarTitle: "Inactive vendors"
description: "Build a list of vendors with no activity in a date range using the AP ledger report, then mass-update their status to prevent new transactions."
icon: "user-slash"
---

> **For AI agents:** the complete documentation index is at [llms.txt](/llms.txt). Append `.md` to any page URL for its markdown version.

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.

<Info>
  **Source:** `Technical/Inactive Vendors Reporting.docx`. Related SOP: [Add a new vendor in Sage Intacct](/internal/sops/accounting/ap/adding-a-vendor).
</Info>

## Build the list of inactive vendors

<Steps>
  <Step title="Run the AP ledger report">
    From the **AP** menu, run the **AP ledger** report.

    <Frame caption="The AP ledger report in the Accounts Payable menu">
      <img src="/images/accounting/inactive-vendors-reporting/image1.png" alt="Sage Intacct AP ledger report menu" />
    </Frame>
  </Step>

  <Step title="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**.

    <Frame caption="Report parameters — all vendors including one-time vendors">
      <img src="/images/accounting/inactive-vendors-reporting/image2.png" alt="Sage Intacct AP ledger report parameters" />
    </Frame>

    <Frame caption="Exporting to CSV">
      <img src="/images/accounting/inactive-vendors-reporting/image3.png" alt="Sage Intacct AP ledger CSV export" />
    </Frame>
  </Step>

  <Step title="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`.

    <Frame caption="Adding the filter to the header row">
      <img src="/images/accounting/inactive-vendors-reporting/image4.png" alt="Excel filter added to AP ledger export" />
    </Frame>

    <Frame caption="Filtering out rows containing 'total'">
      <img src="/images/accounting/inactive-vendors-reporting/image5.png" alt="Excel filter excluding total rows" />
    </Frame>
  </Step>

  <Step title="Filter the date column to blanks">
    Filter the **Date** column to show only **blanks**.

    <Frame caption="Filtering the date column to blanks only">
      <img src="/images/accounting/inactive-vendors-reporting/image6.png" alt="Excel filter on date column showing blanks" />
    </Frame>

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

  <Step title="Mass-update the vendor statuses">
    Vendor statuses can be mass updated through a **vendor CSV import**.

    <Frame caption="Preparing the vendor CSV import">
      <img src="/images/accounting/inactive-vendors-reporting/image7.png" alt="Sage Intacct vendor CSV import" />
    </Frame>
  </Step>
</Steps>

## 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 |

<Tip>
  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.
</Tip>

<Frame caption="Setting the vendor status">
  <img src="/images/accounting/inactive-vendors-reporting/image8.png" alt="Sage Intacct vendor status field" />
</Frame>

<Frame caption="Active non-posting status applied">
  <img src="/images/accounting/inactive-vendors-reporting/image9.png" alt="Sage Intacct vendor set to active non-posting" />
</Frame>

<Frame caption="The vendor no longer appears in the bill entry dropdown">
  <img src="/images/accounting/inactive-vendors-reporting/image10.png" alt="Sage Intacct bill entry vendor dropdown without inactive vendor" />
</Frame>

### 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.

<Frame caption="On hold and don't pay settings">
  <img src="/images/accounting/inactive-vendors-reporting/image11.png" alt="Sage Intacct vendor on hold and do not pay settings" />
</Frame>

<Frame caption="The vendor remains visible in entry screens">
  <img src="/images/accounting/inactive-vendors-reporting/image12.png" alt="Sage Intacct vendor still visible with on hold status" />
</Frame>

<Frame caption="Posting is blocked">
  <img src="/images/accounting/inactive-vendors-reporting/image13.png" alt="Sage Intacct blocked posting for on hold vendor" />
</Frame>

## 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** |

## Related

- [Add a new vendor in Sage Intacct](/internal/sops/accounting/ap/adding-a-vendor) — the vendor setup this reverses
- [Day-to-day AP transactions in Sage Intacct](/internal/sops/accounting/ap/intacct-ap-transactions)