Removal of entries can be done several ways and requires that the user have specific security clearance (see Security Features section). With the correct security clearance, you can delete or remove information as follows.
Admin/Database Utilities
This is the most complete removal and requires administrative access and full access to customer and site information. It is available from the Main Menu in Admin/Database Utilities.
Customer removal and all sites and all entries linked to the customer and any site linked to the customer.
Site removal and all entries linked to the site, i.e., notes, line-item charges, invoices, receivables, standing orders, surcharges, etc.
Invoice removal. This removes the invoice, all associated line-item charges and all receivables posted against the invoice. It is as if the invoice does not exist.
Form Delete Button
All data entry forms have a series of command buttons at the bottom of the screen. Once you populate the screen with a specific information, you can click on the “Delete” command button, and you will either receive a message that you cannot delete the information because, e.g., line item charges has been invoiced, or a conformation request to delete the information.
Every form has different deletion rules to help maintain the integrity of the information, i.e., you cannot delete a line-item charge if it has been invoiced. You can only delete un-invoiced line-item charges.
See the individual form’s help (open form and press F1) for its deletion rules.
Invoice Deletion
In addition to the full invoice removal in the Admin/Database Utilities (see above), there is a second invoice removal available from the right-click action menu on grids that display invoices. This deletion works as follows:
No receivables must exist for the invoice
When the invoice is removed, the line-item charges are returned to the un-invoiced state. They are still in the system, but the invoice number has been removed.
All site balances are recalculated.
This allows a clerk to create an invoice and, for any reason, delete it, modify the line-item charges and then re-create the invoice without re-entering all the information.
Material Code Deletion
In the Material Master you can only delete a material code if it does not have any transactions. In the Admin/Database Utilities (see above), you can delete the code and all its transactions.
Vehicle Code Deletion
In the Vehicle Master you can only delete a vehicle code if it does not have any transactions. In the Admin/Database Utilities (see above), you can delete the code and all its transactions.