Delete full job

The Delete Full Job page deletes a whole job permanently: the job, all its work orders and everything recorded against them, and its finance. Nothing can be brought back afterwards. Use it only for a job that should never have existed, such as one created by mistake; to stop working on a job, close or cancel its work orders instead (see Close, cancel or re-open).

To open it, select Admin > SysAdmin Pages > Delete Full Job. Only system administrators can open it. The page heading uses your installation’s short name for the job reference, for example Delete Full T/D.

Delete a job

You need the job’s Job ID, shown on the job page, and its job reference.

1. In Enter ID, type the job ID.
2. In the next box, type the job reference exactly as it is on the job. The label uses your installation’s name for it, for example Enter Transport Document. TrakIT changes it to capitals.
3. In Requested By, type the name of the person who asked for the deletion.
4. In Reason for Deletion, type why the job is being deleted, at least 10 characters.
5. Read the list of what will be deleted, then tick I have read, understood and confirm to delete.
6. Select Delete.

There is no other confirmation: once you select Delete with the box ticked, TrakIT checks the job and deletes it. It says The deletion was completed successfully and clears the form.

What TrakIT checks first

Before it deletes anything, TrakIT checks that:

• all four boxes are filled in, the ID is a number, and the reason is at least 10 characters long;
• a job with that ID exists, and its job reference is the one you typed;
• none of the job’s accounts is on a validated bill;
• none of the job’s accounts is on an approved invoice that is not for one job, such as an invoice covering several jobs;
• none of the job’s accounts is on an approved internal posting.

The job is deleted in one step: if anything fails along the way, nothing is deleted. Records elsewhere in TrakIT that still point to the job or to its work orders also stop the deletion, for example a receipt or payment allocated to one of the job’s invoices, a bill or quotation linked to the job, measurements on one of its work orders, or a work order’s container still in a yard. Remove or move those first.

What is deleted

• The job’s work orders, with their events and data, KPIs, services, items, distances, asset assignments, uploaded documents and generated forms, the log of the event and data actions run on them, and their containers on the delay tracking list.
• The job’s own documents and its document checklist.
• The operational audit log of its work orders and the job’s finance audit log.
• The comments on the job and on its finance page.
• The estimates and actuals of the job, for all companies, with their taxes.
• The job’s invoices, debit notes and credit notes, whatever their status, and its financial documents.
• The job itself.

The work orders’ yard moves are kept, but no longer point to a work order.

Some records are kept, but lose what belonged to the job:

• A bill that is not validated keeps its other lines; the job’s accounts on it are deleted.
• An invoice that is not for one job, or an internal posting, that is not yet approved keeps its other lines; the job’s accounts on it are deleted.

TrakIT does not reverse accounting entries already posted for the job’s invoices. Check with your finance team before you delete a job whose invoices are finalized.

What is kept as a record

• The deletion is written to the User Action Log, as Delete Full Shipment, under your name. Its data gives the job ID, the job reference, who requested it and the reason.
• TrakIT emails all system administrators, including TrakIT Support, with the subject Full Job Deletion - followed by the job reference. The email says who deleted the job, who requested it and why.

Messages

Message	What to do
All fields are required. Please check.	Fill in all four boxes.
ID must be numeric	Type the job ID, a number, not the job reference.
Reason for deletion must be at least 10 characters	Give a fuller reason.
Transport Document contains html tags or disallowed text, Reason for deletion contains html tags or disallowed text, Requested By contains html tags or disallowed text	Remove the special characters, such as <, or =, + or @ at the start.
Please select confirmation before deletion	Tick I have read, understood and confirm to delete.
Could not load ID	No job has that ID. Check the job ID.
Your job reference label followed by does not match, for example Transport Document does not match	The job reference you typed is not the one of that job ID.
One or more validated bills found	Some of the job’s accounts are on a validated bill. Un-validate the bill, or remove the accounts from it, first.
One or more approved invoices found	Some of the job’s accounts are on an approved invoice that covers more than this job.
One or more approved IPosts found	Some of the job’s accounts are on an approved internal posting.
The database could not complete this request. The error has been logged.	Other records still point to the job or its work orders, as described above. Nothing was deleted.

Who can use this page

Only system administrators can use this page. It checks that you are one, rather than a permission in your roles: other users who open it see Authorization Failed.