Deleting a Family
Generally when a child leaves the setting, rather than delete them you would just need to
put them onto the left list. You would only need to delete a child in the event that
a family has requested that you do so, you have reached a time where you no longer need to hold onto their data or you have mistakenly added a duplicate.
Deleting a Family is the responsibility of the main user on the system. This will be the user that log in using the user code 1. If this is not you, you will not have the access to delete a family.
To delete a family, head to the Families tab and select the family you are looking to delete from the list on the left-hand side.
Once selected, click on the delete icon
in the top right-hand corner.
Upon doing so, a warning message will pop up and ask you to enter your name in the field before proceeding.
It is very important to make sure that you have read and understood this warning message as deleting a family is
not reversible.
The warning message instructs that you pay attention to the following;
- The Actual Leave Date - Any sessions after the "Actual Leave Date" will be delete, so it is important to make sure that this date is reflective of when the child left the setting. Any invoices with sessions after the "Actual Leave Date" will be credit noted. Leaving the "Actual Leave Date" as a date in the future will mean that Abacus will continue to try and invoice these sessions despite them no longer being linked to a child.
- The Sessions Booked - Any invoiced sessions will continue to appear when you calculate your invoices irrespective of whether or not the child has been deleted. It is important to make sure that there are no upcoming sessions yet to be invoiced or any sessions that have been invoiced and not paid before deleting a child.
- The Account Balance - Before deleting a child, make sure that their account balance is at £0.00 and they do not have any payments that are left unallocated. If you delete a child who is in debt or credit, your financial reports will reflect this but won't have any child details as they will have been deleted.
- The Deposit Details - If the child has left a deposit, make sure that this has been repaid before proceeding to delete them. Any deposit details will remain on the Abacus system but will not show any person details for the child as they will no longer exist. The deposit will continue to show as unpaid as there is no way to repay it once you have deleted the child.
Deleting a Family removes any identifying personal data from the system but
does not remove their financial data. If a family has been deleted while in debt or in credit they will appear on financial reports as
XXXXX XXXXX. Similarly, children that are deleted with upcoming sessions will appear on the registers as
XXXXX XXXXX.
Once the Family has been deleted, you will no longer be able to access any of their records. If you have to keep any financial data on file you will need to
export this before deleting.
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