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Within PTP there are some useful features that can assist with any data retention/minimization requirements to delete data after a certain time frame, including features that can help to determine age of data and identify what data to delete:
In Accounts Production use the client ID and enter, for example, ZZZ at the beginning to flag them as ex-client
Within the client browser there is the option to show the database view of clients not registered in Accounts Production which could be an indicator they are no longer in use
In Tax / CT Platform use the flag Achieved or Don’t act for this Client in the Client Main details [tab]
on a client by client basis – in Accounts Production select Client | Delete or
for clients in bulk - select Client | Bulk Delete or System Maintenance | Bulk Delete
on a staff by staff basis – select Setup | Staff Maintenance | View | Delete
Also delete staff email addresses – select System Maintenance | Practice | E-mail Accounts
In Tax / CT Platform and Tax Expense the Enhanced security feature can be enabled once the user has logged in to restrict / protect access to the client data.
For each of the products the following delete processes may be useful
for leaving the client as an entity within PTP but deleting product /
service specific data, options are listed by what will remove the most
data per product to the least data without deleting the client as an entity:
Delete the entire post file – select Posting | Post File Maintenance | Delete. Also see KB IAS-1024: How do I reduce the number of clients on my Package limit?.
Delete each accounting period end date – select Edit | Account Period End Dates | Delete. See PTPGeneral reference below for all data that is removed as part of this delete process.
Delete individual posting entries – select Posting | Post File Maintenance | View | Delete. Also see KB IAS-2055: How to delete a Posting Entry?
Delete data screen entries - these can only be deleted as part of the accounting period end date delete process referenced above. Alternatively select Edit | Data Screens | Edit | Apply Default Values and this will clear out any personal notes.
Delete each branch – select Edit | Branches | Delete.
Delete each fund / activity / grant – select Edit | Funds / Activities / Grants | Delete.
Delete the directors shareholdings per accounting period end date – select Edit | Shareholdings | Select Director, Shareholdings, Select Accounting Period End Date | Delete.
Delete partner profit shares per profit share date – select Edit | Partner Profit Shares | Delete date.
Delete each accounting period end date – select Client | View | Periods | Delete. This removes the Accounts Production data screen information and associated posting entries in Accounts Production
Delete relationships to other clients
Involvements – select Client | View |Related [tab]| Involvements. Select View and Delete.
Marriages - select Client | View | Marriages. Select View and Delete.
Delete contacts
Internal - select Client | View | Contacts [tab]. Under the Internal Contacts section select View and Delete.
External - select Client | View | Contacts [tab]. Select View and Delete. Under the External l Contacts section select View and Delete.
Delete client history per event – select Client Maintenance | History [tab] | View | Delete
Delete people or businesses who are not clients.
Delete bank accounts – select System Maintenance | System | Browse Bank Accounts.
Delete branches/alternative accountants
/alternative auditors - select Client
| View | Auditor or Accountant. Select the branch / alternative
accountant / alternative auditor and then select the magnifying glass
and highlight the branch / alternative accountant / alternative auditor,
finally select View and Delete.
Delete one tax year – select Client Tax Returns [tab] | Delete Return
Delete an accounting period for the trade – select Client Tax Returns [tab] | View Tax Return | Self-Employment | View | Edit | select AP and click the Delete icon.
Delete each individual capital asset – select Client Tax Returns [tab] | View Tax Return | Capital Gains Summary | View | Access to Details | Delete
Delete the individuals losses and other information - select Client Tax Returns [tab] | View Tax Return | Self-Employment | View | Adjustments, Losses, Overlap and Tax [tab]. Remove the values in each of the fields.
Delete one tax year – select Client Tax Returns [tab] | Delete Return
Delete an accounting period for the trade – select Client Tax Returns [tab] | View Tax Return | View/Enter Details for the Trade/Source | Q3 Schedule | Delete
Delete each individual capital asset – select Client Tax Returns [tab] | View Tax Return | Q4 Schedule | View. Remove the values in each of the fields.
Delete one tax year – select Client Tax Returns [tab] | Delete Return
Delete an accounting period for the trade – select Client Tax Returns [tab] | View Tax Return | Q1 Schedule button | Delete
Delete each individual capital asset – select Client Tax Returns [tab] | View Tax Return | Q5 Schedule button | select Schedule button next to box 5.11 | Delete
Delete the individual’s losses and other information – select Client Tax Returns [tab] | View Tax Return | Q1 Schedule | View | Page 4. Remove the values in each of the fields
Delete each accounting period end date – select Client Tax Returns [tab] | Delete Return
Delete each individual capital asset – select Client Tax Returns [tab] | View Tax Return | Page 3 | Box 210 – Gross chargeable gains | Delete
Delete the Trade losses and other information - select Client Tax Returns [tab] | View Tax Return | Page 2 | Box 160 Trading Losses. Remove the values in each of the fields.
Delete capital allowances – select Client Tax Returns [tab] | View Tax Return | Page 2 | Box 155. Select backing schedule | Net CA’s | Assets | Delete Asset
Delete group relief – Client Tax Returns [tab] | View Tax Return | Page 2 | Box 105 CT600C Group and Consortium | View | Boxes C5, C85, C125 and C190 | Delete
Delete transaction – select Employees/PD [tab] | select the transaction | Delete
Delete employees - select Employees/PD [tab] | select the employee | Delete