How to Delete Transactions in Total Office Manager
How to Delete Invoices, Deposits, Bills, Item Receipts, Financial Records, and Data
The trick to deleting records in Total Office Manager is to understand how transactions are tied to other transactions and records. This will help you understand and resolve the various messages that popup when attempting to delete records.
Generally, you cannot delete anything in Total Office Manager that is associated with anything else. You must first delete the various records that are associated with the record; working your way backwards.
In order to delete transactions (records) from a Total Office Manager database, you will need to open the corresponding list. Once within the list, highlight the record(s) that you would like to delete and right click on the list form. Choose the option to Delete ***.
The best way to understand Total Office Manager is to think of the transactions as a chain. You have to delete the end of the chain and work your way backwards.
How to Delete an Invoice
To delete an Invoice you must first delete any Payments on that Invoice. To delete Payments, you must first delete Bank Deposits made on those Payments.
How to Delete an Item Category
To delete an Item Category, you must first delete all items that use that Category.
How to Delete a Bill
To delete a Bill, you must first delete the Check that pays that Bill.
How to Delete an Item (Invoice item)
To delete an item, you must first delete any Group Items that include those items. To delete a Group Item you must first delete any Invoice, Sale, Credit or Estimate that uses that Group Item.
How to Delete a Customer
To delete a customer, you must first delete all financial transactions that are associated with that customer. You may then need to delete any other records that are associated with that customer, such as service agreements, equipment, and work orders (to name a few). It may be better to inactivate the customer.
Transaction Deletion Examples
- To delete an Invoice you must first delete any Payments on that Invoice. To delete Payments, you must first delete Bank Deposits made on those Payments.
- To delete an Item Category, you must first delete all items that use that Category.
- To delete an item, you must first delete any Group Items that include those items. To delete a Group Item you must first delete any Invoice, Sale, Credit or Estimate that uses that Group Item (see link below for details).
- To delete a Bill, you must first delete the Check that pays that Bill.
*As you can see, what all of these examples has in common is that the user is deleting the last link in the transaction chain.
