How to delete an associate 

A general process has been created for deleting and anonymizing customer or supplier data. 

 

The process for deleting/anonymizing customer data is found in the Customers layout. 

It is important to familiarize yourself with the process. The data that will be anonymized, meaning the customer transactions, may also contain personal data in free-text fields that must be deleted manually. This can be done after the deletion and anonymizing have been completed. It is also worth noting that customers or suppliers who do not have any transactions cannot be anonymized, as there is nothing to anonymize, and the same applies to those who have transactions that are not older than five years. 

Before starting anonymization, some fields must be updated. These are found in Company Information. 

You must first create a new customer or supplier where the anonymized data will be placed. Therefore, the first step is to go to either the customer or supplier table and create a new record to be used for anonymization. Update the fields with the required retention period (5 years) and the customer/supplier number you just created. 

Deletion is done by selecting one or more customers/suppliers and then choosing the action Delete customer/supplier data. 

The system will display a dialog where Business NXT will suggest 5 years as the standard data retention period (the value specified in Company Information). It will not be allowed to enter fewer than 5 years, but you must ensure that you enter the correct data retention period (number of years) if this period is longer than 5 years. 

You must also enter the anonymization customer number. This number must be created manually, preferably in the normal number sequence used for customers, to avoid disrupting the allocation of the next available number. 

Why must customer and supplier ledger transactions be anonymized? 

• The reason for this is that accounting data must always balance, meaning that debit and credit must be equal. If customer and supplier transactions were simply deleted, it would create discrepancies in both the trial balance and the journal reports 

• Instead, all these transactions are moved to the designated anonymizing account for customers and suppliers, with a corresponding regeneration of ledger balances. 

• Product transactions are also moved to the anonymizing account to ensure that statistics remain intact, with the exception of customer statistics in older years where anonymizing has been performed. 

• These statistics will naturally no longer be accurate because product transactions for anonymized customers are consolidated on a single account. 

• Old orders, order documents, invoice registers, and activities are deleted together with the customer number. 

• When you click OK, the customer or supplier you have selected will be anonymized and moved to the chosen customer or supplier number used for anonymizing.