BEST POS - Deactivate or delete a customer

Deactivate or Delete a Customer in BEST POS (Retail)

Summary

This article explains when and how to deactivate a customer (recommended to retain history) or delete a record (only when no linked activity). It covers required checks (on-account balance, open invoices), steps at the register or Back Office, and compliance best practices.

Step-by-step Instructions

1) Decide: deactivate vs delete

  • Deactivate (inactive): keeps history, prevents use at the register. Recommended.
  • Delete: allowed only if no invoices/settlements/credits/balance exist. Use for records created in error.

2) Pre-checks

  1. Open Customer > Search, select the customer.
  2. Review On-account balance and Open invoices (history/statement).
  3. If a balance or open items exist: take a payment or issue a credit note first. Target a 0.00 balance.
  4. Export/archive if required by policy.

3) Deactivate a customer

  1. Open the profile and click Edit.
  2. Switch status to Inactive (or untick Active / sales permissions).
  3. Option: enable a block and add a comment (e.g., “Account closed YYYY-MM-DD”).
  4. Save. Check: the record is no longer usable at the register per your filters.

4) Delete a record (only if truly unused)

  • Confirm no linked activity (no history, zero balance, no active card/ID).
  • From Back Office (recommended): open the record and use Delete.
  • If the system refuses: return to step 2, settle or keep the record Inactive instead.

5) Best practices and compliance

  • Traceability: prefer inactivation to preserve reports and audit trails.
  • Personal data: remove unneeded tags, disable cards/IDs, and document closure.
  • Duplicates: consider a merge rather than deletion (see dedicated article).

Fixes and FAQs

  • Delete blocked: a transaction exists. Set the record to Inactive or settle/reassign items.
  • Customer still appears: enable “Active only” filter or confirm status is Inactive.
  • Non-zero balance: take a settlement or issue a credit note as appropriate.
  • Card/ID still valid: remove the ID from the profile (see Cards/IDs article) before closing.
  • Compliance: if anonymization is required by policy, replace non-essential free-text fields after inactivation.

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