Before you decide to delete something from the database, we recommend making it inactive instead. Deleting a product, service, coupon or client cannot be done if said "item" exists on a ticket. Making it inactive will make it so the "item" cannot be searched for and cannot be added to any new tickets without additional action by the user, but it does not delete or remove any information from the database.
Inactivate Products
To mark a product inactive, simply open it from the Products list and check the This product is inactive and is no longer sold check box in the General tab as shown below.
Inactivate Services
To mark a service inactive, open it from the Services list and check the This service is inactive and is no longer sold check box in the General tab as shown below.
Inactivate Coupons
To mark a coupon inactive, simply open in from the Coupons list and check the This coupon is inactive check box as shown below.
Inactivate Clients
To mark a client inactive, open his or her profile and check the This client is inactive check box in the Contact Information tab as shown below.
If a client has been marked inactive, but you wish to make a ticket for him or her anyway, you can click the Include inactive clients check box on the Find Client screen when adding a ticket as shown below. Creating a new ticket for this client will not make him or her active again; you must visit the client's profile and uncheck the This client is inactive box if you wish to do so.
Are you still sure you want to delete an item?
If you still want to delete an "item" you can follow the steps below, BUT it will cause irreversible data loss in your business' database. To completely delete a product, service, coupon or client you must delete every ticket in the database on which the item exists.
Deleting Clients
Navigate to the Clients screen by clicking the Clients button on the button bar or selecting Edit Clients from the Clients drop-down.
Open the client's profile.
Click the Purchase History button.
The View Previous Purchases and Transactions window will open. Click into each of the eight (8) tabs of this window and highlight everything shown. You can quickly do this by clicking on the top item, holding the left mouse button down, and dragging all the way to the bottom of the list. Another way to highlight multiple items is to click on the top item, hold the Shift key on your keyboard, and then click the bottom item in the list.
Click the Delete Ticket(s) button on the right and confirm that you wish to delete all those items.
When you have done this for each of the eight (8) tabs of this window, click OK in the bottom right and then Save in the client's profile.
Highlight the client's name on the Clients screen and press the Delete key on your keyboard or click the Delete Client selection in the upper left of the screen and confirm that you wish to delete the entry. The client and all his or her associated tickets are now completely removed from the database.
Deleting Products or Services
Navigate to Reports > More Reports > Products or Services > Tickets Containing a Specific Product or Service.
Select the All Dates radio bubble and click OK.
Enter the product or service ID you wish to remove and click OK. This will query your database and generate a list of every ticket in the database on which the item appears. Since the report is generated in a separate window, you can leave it open and freely navigate through the software. Alternatively, you can print the report, export it to Excel, or save a copy to your computer (just use the File drop-down in the upper right.)
Navigate to the Tickets screen by clicking the Tickets button on the button bar or selecting Edit Tickets from the Tickets drop-down menu.
Search for each ticket generated on the report in whichever way you find easiest. You will likely have to select the All radio bubble in the Tickets To Show section and then expand your search to All Dates by using the Search By Date button. Delete each ticket ID from the report by highlighting the item and pressing the Delete key on your keyboard or highlighting the item and clicking the Delete Ticket button in the upper left of the Tickets screen.
When you are finished, go back to your Products or Services list and delete the item you wish to remove.
Deleting Coupons
Navigate to the Coupons screen by selecting Edit Coupons from the Messaging & Marketing (or E-mail & Marketing) drop-down menu.
Double-click the coupon you wish to remove.
Click the View Usage History button. This will display a list of all the tickets on which the coupon appears.
Print this list (or save the list by clicking Print > Save to File).
Navigate to the Tickets screen by clicking the Tickets button on the button bar or selecting Edit Tickets from the Tickets drop-down menu.
Search for each ticket generated on the report in whichever way you find easiest. You will likely have to select the All radio bubble in the Tickets To Show section and then expand your search to All Dates by using the Search By Date button. Delete each ticket ID from the report by highlighting the item and pressing the Delete key on your keyboard or highlighting the item and clicking the Delete Ticket button in the upper left of the Tickets screen.
When you are finished, go back to your Coupons screen and delete the item you wish to remove.