In Auxo Workshop, most items cannot be deleted due to their connections to other important data. However, some items can be archived.
Why Some Items Can't Be Deleted:
Customers, Vehicles, Invoices, and Jobs: These items are interconnected. For example, a customer is linked to invoices and jobs. Deleting these would break these connections and cause issues.
Staff: Staff details are saved in logs to track activities, such as who last edited a timesheet or who a job was assigned to. Therefore, staff cannot be deleted or archived.
What Can Be Deleted:
Field Values: You can delete values from certain fields. For example, you can remove a part from a job if the job hasn't been invoiced yet.
Introducing Archiving:
Archiving is an alternative to deletion for certain items.
Currently, you can archive customers and vehicles.
How to Archive:
Go to the relevant list (e.g., customer list or vehicle list).
Tick the checkbox next to the items you want to archive.
Once at least one item is selected, the Archive option will appear at the top of the list.
📝Note: You cannot archive a customer that has Active Jobs or Unpaid Invoices. A warning will be displayed when you attempt this, showing the customer name and details along with a list of the active jobs and unpaid invoices associated with this customer. Once the jobs are completed or cancelled, and the invoices are paid or credited, you can then archive the customer.
How to Un-Archive / Reinstate:
By default most lists will either exclude archived items (customers, suppliers etc) or display them greyed-out in italic font. This is typically the easiest way to find and reinstate an archived item:
Open the relative list screen (e.g. the Customer List if it is a customer you wish to reinstate)
Using the Status filter select Archived to displayed only archived items
Locate the item you wish to restore then click the Restore button at the top of the list
💡Tip: If you are trying to add a customer to a job or split invoice and they are not appearing in the selection / search list, check if the customer is archived in your customer list - you cannot add archived customers to jobs or split invoices.
Important Points to Note When Archiving Customers If Using Xero
There are some inconsistencies with the 'rules' when archiving customers between Auxo Workshop and Xero, due to limitations in the Xero API that do not align with limitations within Auxo Workshop:
You can archive the customer in Xero, and this will be reflected in Auxo Workshop through the integration. Be aware Xero will let you archive customers with unpaid invoices and work in progress.
You can archive customers in Auxo Workshop and they will be archived in Xero through the integration.
Restoring an Archived Customer in Auxo Workshop will NOT restore them in Xero.
Restoring an Archived Customer in Xero WILL restore them in Auxo Workshop.