Deleting Accounts and Contacts

When a customer leaves your organization or for some reason you no longer need them in the system as an active account or contact you can use the Active check-box on the Edit Account, Edit Contact, and Edit Account Contact pages to indicate the new status. If necessary, you can choose to delete them entirely from the system.

To mark an account as inactive

• In the Edit Account page, clear the Active check-box, and then click the Save  button.
   

To mark a contact as no longer active on a specific account

1. In the Edit Account page, select the Contacts tab.

2. Click the Account Contact Type to the left of the contact you wish to inactivate for the account.

3. In the Edit Account Contact page, clear the Active? check-box, and then click the Save and Return button.
    

To  mark a contact as no longer active in your system

• In the Edit Contact page, clear the Active check-box, and then click the Save  button.

If you need to remove an account or contact entirely from your system, you need to first be sure that any associated data is deleted. The system is designed to help to prevent accidental deletion of important historical data, therefore, depending on the amount of data tied to a contact or account, it can take multiple steps to clear the associated data.

To delete an account

In the Edit Account page, click the Delete button at the top of the page.
If successful, all associated contacts will also be deleted.

• If there is an invoice attached to the account you must first delete the invoice.

• If there is a payment posted to the account, you must first delete the payment.

• If a contact on the account has any registrations you must first delete the registrations.

• If a contact on the account has any notes, you must first delete the notes.
   

To delete a contact

In the Edit Contact page, click the Delete button at the top of the page.

• If the contact is marked as Primary, Billing or Emergency, it cannot be deleted from the account. You must first designate a different contact on the account as Primary, Billing and Emergency.

• If the contact is the only contact on the account, the entire account must be deleted or another contact must be added to the account and made Primary, Emergency and Billing before it can be deleted.

• If a contact on the account has any registrations you must first delete the registrations.

• If a contact on the account has any notes, you must first delete the notes.
   

To delete a registration

1. Click the Registrations tab on the Edit Student or the Active Registrations tab on the Edit Account page.

2. Click the Edit  button next to the registration.

3. All associated transactions must first be removed, so click the Edit  button next to each transaction in the Transactions tab, and in the Edit Transaction page, click the Void Transaction link.
   
   NOTE: By voiding the transaction you are removing it permanently from the system. There is no way to retrieve a voided transaction.

4. Once all transactions have been voided, in the Edit Registration page, click the Delete button at the top of the page.
    

NOTE: Under the following conditions a registration may not be able to be deleted:

• If attendance is taken for the student for the registered class

• If the registration was involved in a transfer from or a transfer to another class
   

If the registration cannot be deleted,  you will simply have to mark the account and contacts as inactive using the steps above.