Deletion of a Company
Removing a company deletes all company data from the software. Data archived for the company can no longer be browsed through an archive search after removal, but archive materials are found only from the permanent archive.
Removal of a company is only possible when
- all transactions have been archived and removed from workflow
- all transactions have been moved to the permanent archive
- all the successful permanent archivings of the company have been inspected at least once.
When a user's user profile contains the rights to delete a company, the Delete button is active in the Management screen in the Organization Structure. This button in on the right side of the Save button.
A measure is taken to make sure that the removal is not made by accident. This is done by making the user to type the company name to be removed in the input field. Removing a company will remove all its information from the database as well as from archive directories. An entry is made in the Modification Log about the company removal.
When a company is removed, the users' access rights to that company are removed. If the company to be removed is the only company that some users can access, the following question is displayed in connection with the removal: "Do you also want to remove users who have access rights to the deleted company only?".
If all of the company's materials have not been archived, the notice "You cannot delete the company. The company has unarchived data." In this case, you must check that there are no unarchived application internal transaction types for the company in question. You should also check that the company does not have, for example, purchase invoices whose status is Deleted. You can do this by selecting Deleted in the Invoice Status field in the Process Purchase Invoices screen. Deleted invoices are removed from the application or they are archived according to the setting specified in the Archiving Delays screen.
If a company has incomplete transactions marked with external archive transaction types, a notification will be given when deleting the company "You cannot delete the company. The company has incomplete transactions in the archive." You can check incomplete transactions in the Archive > Archiving screen by selecting the relevant company on the screen. If there are incomplete transactions for the company, the number of incomplete transactions is displayed below the Directory field. These must be processed fully or deleted before deletion of the company will succeed.
If all of the transactions of the company are not permanently archived, the following notification follows an attempt to remove the company: "You cannot delete the company. All archived transactions have not been saved in the permanent archive." The transactions not yet permanently archived have to be saved in the permanent archive. Permanently archived transactions can be reviewed by comparing, for example, the permanent archive transaction number to the numbers which can be found for this company and the specified type of transaction via an archive search. The user must have the rights for archive searches for all of the transactions of the company.
If the company has archived transactions whose transaction type is no longer used and these transactions have not been permanently archived, you will be asked the following when removing the company: "The company has archived material in the archive transaction types that are not in use, and the material has not been saved in the permanent archive. If you do not archive the material permanently, the application removes the material for good with company's other data. Do you want to continue?" If you want to archive these transactions permanently before deleting the company, you must answer No. The transaction type that had not been in use is enabled on the screen by selecting Enabled, after which the transactions archived on this transaction type can be permanently archived as usual.
If a user profile has been created for user profiles on the Organizational Level of the company to be deleted, which is used by a user or users, you will get the following notification when attempting to delete the company: "You cannot delete the company. Active user profiles have been saved on the company level." Another Organizational Level user profile should then be changed in the user data before deleting the company. All the user profiles assigned for users can easily be checked, for example from the user printout.
Permanent Archive's media must be checked before undertaking removal. For more information on creating a permanent archive and media inspection, see Creation of a Permanent Archive.