Deleting a customer

If a customer’s data has been unnecessarily created in the software, the customer should be completely removed.
This can be done using the Delete button in the ribbon, either from the customer list or the customer window.
To prevent accidental deletion, the software requires confirmation from the user.

If the customer to be deleted has associated data that prevents deletion, transfer that data to another customer before proceeding. Select the appropriate customer in the Move to Customer field and click OK.
The data will be transferred to the selected customer, and the original customer will be deleted.
If not all data can be transferred, the software will not delete the customer but will instead deactivate it.

Deactivating a customer

When a customer relationship ends, it is recommended to deactivate the customer so they are removed from the active customer view. This can be done from the customer list or the customer window using the Deactivate function in the ribbon. During deactivation, the software checks for any open or active items associated with the customer.

Open critical tasks always prevent deactivation. Other open activities can be marked as completed or deleted during the deactivation process.

The impact of other open items on deactivation is defined by the power user in the software settings.
Data that can prevent deletion includes active matters, open advances or invoices, non-zero customer funds, movable properties, and active subsidiaries for corporate customers.

When you click the Deactivate in the ribbon, the software opens the Deactivate Customer, showing the number and amounts of any blocking items.

If blocking items are found, the window only offers a Cancel button, as all blockers must be resolved before deactivation.

If no blocking items exist, the window allows you to choose what to do with open activities (mark as completed/remove). You can also specify the reason for deactivation by selecting from options defined by the power user
(Settings > Customer Settings > Deactivation Reasons for Company / Private Persons).

When you click OK, the software processes the open activities according to your selection, sets the customer status to Deactivated, and records the current date as the deactivation date. Deactivation does not delete the customer’s data from the software; it can still be viewed in the Deactivated Companies and Associations or Deactivated Private Persons views. Deactivating a contact person does not remove their link to the company or association, but only greys out their information.

You can also deactivate multiple private persons at once, which helps clean up the customer registry.
All persons deactivated will thus be assigned the same deactivation reason, and their open activities will be processed according to the same selection. If the power user has defined items which prevent the deactivation (e.g., open advances or invoices), the mass deactivation will take those into account.

The user performing the deactivation will receive a summary of the results and an explanation for each customer that could not be deactivated. 

By default, deactivated customers are included in searches. To search only for deactivated customers, enter a keyword in the Search field and select the view Deactivated Companies and Associations / Private Persons.

You can reactivate a deactivated customer using the Activate button, which restores the customer to active status and removes the deactivation reason and date.