Customer Purge

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Revision as of 16:44, 14 February 2011

Contents 1 Purging Customers 2 Protecting Customers from Customer Purge 3 Deleting Individual Customers

The Purge Customers utility allows you to delete inactive customers from your system. To purge customers, you specify the number of months of inactivity (the number of months since the customer has made a purchase).

Customers must meet the following criteria before they can be purged:

• The customer account cannot have the Do Not Purge check box checked in the Customer Detail Information window.
• The customer account cannot have a balance.
• The customer account cannot have an unpaid ticket.
• The customer account cannot be a default pay type account (such as “cash”) or a wire service account.
• The customer account cannot have a sale with a Pending status.
• The customer cannot have an active standing order template.

Purge Customers permanently deletes customers from your system, however the data for all purged customers is stored in a customer account named “Purged Customer.” The data is stored in this account so that it can still be used for reporting purposes.

The Purged Customer account:

• is not associated with a store.
• is an “inactive” account.
• does not have a house account number.
• can be viewed, but cannot be changed or deleted.
• does not print on reports.

Purging Customers

To purge customers from your system:

1. On the Tools menu, click Purge Customers. The Purge Customers window opens.
   NOTE: Only employees with the “Admin” job function can access this window.
2. Click the Months since last purchase check box so that a check mark appears and the field becomes active. In the text box, type the number of months that no purchases must be by this customer in order for the account to be deleted. All customers that have no purchases in at least this number of months are deleted. (You can type a number between 1 and 99).
3. If you want to protect house accounts from the deletion, click the Do not purge customers with a House Account check box so that a check mark appears.
4. If you want to only delete customers within specific customer marketing categories, click the Customer Categories check box so that a check mark appears. Then select the categories of the customers that you want to delete.
   NOTE: Customer marketing categories are set up in Mercury Administration. If no categories are displayed in the box, it means that you have not set them up.
5. Click Search. Customers that meet your purge criteria display in the Customers Selected for Purging box. Here you can review each customer account individually (by double-clicking on the customer) and decide if it should be purged. The customer is not purged at this point, you are just selecting the accounts to be purged.
6. In the Purge column, all accounts are marked to be purged. To exclude a customer from the purge, click the check box so that a check mark does not appear.
7. Click the Print button if you want to print detail information for each of the customers before you purge.
8. When your purge list is ready to be deleted, click the Purge Customers button.
9. At Are you sure you want to delete these customers?, click Yes.

Protecting Customers from Customer Purge

You can protect a customer from the purging process by clicking on the Do not Purge check box in the Customer Detail Information window so that a check mark appears.

To protect a customer from purging:

1. Click Search from the menu bar, then click Customer.
2. Type the customer’s name in the text box and then click Search.
3. Double-click on the customer’s name in the list. The Customer Detail Information window opens and displays the General tab.
4. To protect the customer from a customer purge, click the Do not Purge check box so that a check mark appears (see above). The customer is protected from all customer purges until you go back and manually clear this check box.
5. Click Save to save your changes.
6. If required, enter your employee name, password, and optionally any notes in the Audit Trail window and click OK.

Deleting Individual Customers

You can delete individual customers without having to use the Purge Customers utility. In the Customer Detail Information window, click Delete to delete the customer. This button is active for all saved customers. Deleted customers are saved to the Purged Customer account.

To delete a customer:

1. Bring the customer record up on the screen. To do this, click Search from the menu bar, then click Customer from the drop down menu. Type the customer’s name in the text box then click Search. Then double-click on the customer’s account in the list.
2. With the customer record on the screen, click the Delete button. You receive the following warning message:

   Clicking YES will delete the customer and the customer’s statements from the database and associate any sales data to the Purged Customer account. Are you sure you want to delete this customer?

3. Click Yes. The customer record as well as the customer’s statements are deleted. All sales data is saved to the Purged Customer account.

NOTE: You cannot delete customers that have active standing order templates on file.