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Within IRIS Accountancy Suite as an alternative to deleting all information relating to a client from the IRIS database, it is now possible to ‘cleanse’ a client.
The client cleanse option has been provided in the software as an alternative to the delete option. It allows for entities to be cleansed where they would have previously been retained in the database to maintain the integrity of any associated clients and reports or returns.
The client types that can currently be cleansed are:
The client cleanse isn’t currently available for Sole Traders, Charities, Trusts, Group and other (the ‘other’ business type).
There are options to delete or cleanse one client or multiple clients using the following options within any of the products:
For one client - Client | Delete
For multiple clients - Client | Bulk Delete
Selecting Client | Delete, OK will display a Delete or Cleanse Client Information window.
The window will display a summary of information removed for each action in the following columns:
For each column a ‘bin’ icon is displayed where that action would delete the named data, where the icon isn’t displayed, this information is retained for the applicable action. The list should vary based upon the information that exists in the IRIS database for the client you are trying to delete/cleanse. The list can be used to decide on the preferred action – delete or cleanse, and to note any data retained by the cleanse that may need to be reviewed.
Delete should be used where all the information relating to the client should be deleted. Cleanse should be used where data relating specifically to that client should be deleted (i.e posting/data screen information), but data required to maintain the accuracy of data for other related clients in the database is retained.
When the cleanse is performed on a limited company, partnership or LLP, IRIS will delete the data only related to that entity such as the postings and data screen information, but retain the core details of the company required for associations within the database such as company name, address etc. and the client will be de-registered from the core products where it would have previously been registered i.e. Accounts Production, Company Secretarial, Business Tax. Where the limited company, partnership or LLP is a director, secretary, partner, member of another business, member of a group, the client will still exist and the relationship to the other entities will be maintained along with entries in the tax returns relating to that involvement.
When you perform the cleanse on an individual, IRIS should delete the data directly, and only related to that entity such as returns and data screen entries, but retain details of the person required for associations such as name, address etc. and the client will be de-registered from the core products where it would have previously been registered i.e. Personal Tax.
This will mean that where the person is a:
the person will still exist and the relationships to the other entities will be maintained.
Clicking No will close the ‘Cleanse
Client Data’ screen and remain on the Delete Client Information screen.
While data is being deleted a dialog box entitled "Cleansing Client
Information" is displayed. Wait while data is being deleted. DO NOT
click OK.
Once the client has been cleansed, the ‘Client Cleansed’ screen displays showing the total number of records removed from the IRIS database, for the specified client when cleanse has been selected.
Click Close
to exit.
The audit trail will record and display an entry where a client has been cleansed. To view this see System Maintenance, select Practice | Audit Trail
There is also a privilege associated with being able to delete or cleanse a client, to prevent or grant permission to perform the delete or cleanse. This can be found in System Maintenance, select Staff maintenance | Privileges - Can delete/cleanse clients or Can bulk delete/cleanse clients