Deleting Name Records

You can delete a Name record by clicking the Delete button. However, if the person is enrolled in a course, even if it is canceled, the system will not allow you to delete it.

If the person is enrolled in courses --AND-- if there are no payments attached to the registrations, you can run the Mass Delete/Purge utility (below).

We strongly suggest you DO NOT delete payment records (because you must account for ALL receipt/invoice numbers with your auditors).

Mass Delete/Purge

This utility allows you to delete a subset of Names records--including all registrations and payments--from the system. To purge records:

1. Select Module > Names > Mass Delete/Purge.
2. The system will ask you to confirm your choice. Click the OK button.
3. Select the query you want to run (e.g. if you want to delete records of individuals who haven't taken a class in 3 years, run a query where Last Student Activity is less than).
4. You'll be given the option of viewing (or printing) the list of records to be deleted. Select the appropriate option.
5. After viewing, you'll be asked to confirm the deletions. Click the Yes button.

VFP Users: the records are marked for deletion and will be removed when you run the Pack/reindex utility. So it is possible to undo the Mass Delete/Purge procedure until then. To undelete the records, re-run Mass Delete/Purge and click the Undo (past deletions) button.

SQL Users: records are automatically deleted so the routine CANNOT be undone.