There are instances when a contract may be initiated in error, or staff members may inadvertently create and enter a contract twice, necessitating the deletion of one. This article will guide you on how and when you can delete a contract within Cloud 9 Software, as well as the recommended next steps if you are unable to delete the contract.
For security purposes, a contract may only be deleted the same day it was initiated BEFORE the close of day has been performed. Sometimes, if a close of day has not been performed it may let you also delete it early the next morning, but only if a daily close for the previous day has not been performed. For more information to check if a daily close has been performed, you can look at this article here: Daily Close and Daily Close Reports.
In order to delete the contract, you will first navigate to the ledger page and click the handshake button to bring up the contract menu.
Next, you will highlight the correct contract and the line will turn blue. Then once the contract line is highlighted, you will click the red delete button.
Next, a dialogue box will appear and ask, 'Are you sure you want to delete the selected contract?' Select the red delete button to delete it, if you click the orange cancel it will cancel the action. Once the contract is deleted, the contracts screen will be blank, and the transactions associated with the contract will also be removed, resulting in an appearance similar to the screenshot below.
If you attempt to delete a contract where the day has been closed and it will come up with this error:
If this is the case, you will need to write the contract off. First, you will want to move any money from the Future Due to the Due Now with a balance adjustment. You can find instructions on how to do that in this article: Moving money from due now to future due and future due to due now.
You should always ensure that you transfer the balance from Future to Due Now in order to maintain accurate reporting. Any balance adjustment made on the contract line will be recorded as a 'Contract Adjustment' even if Write Off is selected as the Balance Adjustment Type. To have it reflected as a write-off for correct reporting, it is essential to move the balance first. Once this step is completed, you may proceed to write off the contract using a Write Off Balance Adjustment. For detailed instructions on how to write off a contract, please refer to this article: How to Write Off a Contract.
As always, if you have any further questions please do not hesitate to reach out to Cloud 9 Support by emailing us at cloud9support@planetdds.com, or chatting us online using the chat bubble on the lower right at https://cloud9support.planetdds.com/hc/en-us, or giving us a call during our business hours of 8:00 AM EST to 8:00 PM EST at the 1.800.394.6050 option 2.