Delete completed accounts to remove assessment accounts that have been fully paid and are no longer needed for active processing. Over time, completed accounts can accumulate and make it more difficult to manage active assessments. Deleting completed accounts helps maintain a cleaner working environment by removing accounts that no longer have outstanding balances or future billing activity.

What Happens When You Delete Completed Accounts?

When completed accounts are deleted:

• Fully paid assessment accounts are removed from active records.

• Accounts with no remaining balance or billing activity are cleared from the system.

• Active account lists become easier to review and manage.

• System maintenance and account administration may be simplified.

When Should You Delete Completed Accounts?

Delete completed accounts when:

• Assessments have been paid in full.

• No future billings, fees, or adjustments are expected.

• Completed accounts are no longer needed for daily operations.

• You want to reduce clutter in active account records.

Before You Delete Completed Accounts

Review the following information before proceeding:

• Account balances are zero.

• All payments have been posted and applied.

• No pending adjustments or corrections exist.

• Required historical records have been retained according to your organization's policies.

Verifying this information helps prevent the accidental removal of accounts that may still require activity or review.

Note: Deleting completed accounts permanently removes them from active processing. Ensure all account activity is finalized and any necessary records have been retained before completing this process.

Step 1: Back up database

Before proceeding, back up the current files. Always make a back up of the database BEFORE running routines that modify or delete transactions. See the help topic titled How do I back up a database?

Step 2: Delete completed accounts

Use this routine to deleted completed accounts. A completed account is an account that has been paid off and the account has a zero account balance and a zero assessment balance.

Do this...

1. Open Connect Property Improvements > Organization > Delete Completed Accounts.

2 Set up the selection criteria. 

You can filter accounts by district number, account number, or both district number and account number. Use the default setting to find completed accounts in any district. 

 

3. Set up the delete options. 

Choose how much information to delete or keep in the database. 

4. Select the report output. 

• No report. Delete completed accounts. Do not print a report. 

• Report. Delete completed accounts AND print a report. 

• Report only. Print a report of the completed accounts that will be deleted. Do not delete completed accounts. 

5. Click GO (CTRL+G). 

Options

Delete accounts

Delete completed accounts from the database. A deleted account has a zero account balance and a zero assessment balance. 

 

Delete related owners

Delete related owners from completed accounts from the database. If a completed account has more than one owner listed as the property owner, this option will delete the secondary owners. 

 

Using this option will

• Remove related owners from the account. 

• Keep related owners in the database. You can find teh owner record in Modify Existing Owners. 

Delete related properties

Delete the related properties from completed accounts from the database. If a completed account has additional properties attached to it, the additional properties will be removed from the account. 

Using this option will

• Remove related properties from the account. 

• Keep related properties in the database. You can find the property record in Modify existing Properties.