Deactivate a user's account

Users should never be deleted from the system as this could impact documents/transactions that have been stamped with the user’s ID and consequently affect any audit trail. The only time a user can be deleted is if their record has been created in error.

1. Go to Maintenance, then select User Groups from the menu.
   
2. The User Group Maintenance window is displayed. Select the user group to which the user belongs in the left-hand panel, then select the Users tab. A list of all the users within the selected group is displayed.
   
3. Select the user whose account you want to deactivate, then select EDIT. Available fields then become editable.
   
4. At the bottom of the window, deselect Active, then select SAVE.
   
5. An Update complete message is displayed. Select OK to close the message and return to the previous window.
   
6. Select the X in the top right-hand corner to close the User Group Maintenance window.

After you have deactivated a user, it is important to consider if the user was an approver. If they were, then you need to assign another approver to any cost centres analysis fields, so that orders are routed to a new approver. Refer to Assigning Approvers to Cost Centres article.