Deleting Debtors

Because of audit requirements, debtor information is kept for a minimum of three years so unwanted accounts are suppressed rather than being completely deleted.

To delete an account

• If the account does not have a zero balance, then use a journal entry to zero the account.

• In the dispensary, bring up the person and select 'Personal info' and untick by mouse clicking  the 'Account' box at the bottom RHS.

• Edit the account details and check the 'Stop Credit' option to prevent anyone using this account

To delete a debtor which has no person associated.

From the RxOne Start Menu, Debtor utility. There are restrictions on removing a debtor if they are also a patient with prescription history, as full removal would affect those records.  

In the Debtors Utility in Debtors there is a 'Delete' button to allow you to remove a Debtor completely from the system. Take care to do this only after doing a backup as restoring from backup will be the only way to reinstate that deleted debtor.  

Suggestion: Create a new Account Category called 'Deleted Accounts' or 'Old Accounts' and move those accounts you no longer want into that category. Then choose only 'General Accounts' and rollover only 'active accounts' each month.