What's New
Cancel and Archive Button in Customer Contract Screen
The 'Cancel and Archive' action — which cancels all a customer's active contracts and archives their record in a single step — was no longer accessible from within the customers contract screen. Users were required to navigate away from the customer contract screen to the search results page to perform this action, adding unnecessary steps to the workflow.
What Happens Now:
A 'Cancel and Archive' button has been restored directly to the customer contract screen, positioned alongside other key customer actions. Clicking the button opens a confirmation dialogue where an optional comment can be entered before confirming. If there are no active contracts the button will appear as ‘Archive’ only.
Key behaviours:
Cancels all active contracts for the customer before archiving.
If the customer has future-dated ad-hoc payments, or payments pending a BACS response, the archive action is blocked and a clear error message is displayed.
Once archived, the customer name displays an '(ARCHIVED)' suffix and the button changes to 'Unarchive'.
Unarchiving restores the customer to active status; all previously cancelled contracts remain cancelled, and the 'Set up a Direct Debit' button is available to create new contracts or additionally, ‘Reinstate’ the original contract.
An audit record is created for every cancel and reinstate action, capturing the performing user, timestamp, and any comment entered.
Only users with the Client Admin role can see and use this button.
Bulk Cancel and Archive via File Upload
There was no way to cancel and archive customers in bulk using a file upload. Users needing to process large volumes of cancellations and archives had to handle each customer individually, which was time-consuming.
What Happens Now:
The bulk cancel file upload template has been extended to support a combined Cancel and Archive action. A new optional Archive column has been added to the template.
How it works:
Download the updated template from File Uploads > Templates. It includes three columns: Direct Debit Ref (required), Archive (enter 'Yes' to cancel and archive, or leave blank to cancel only), and Comment (optional).
Rows referencing customers with future-dated ad-hoc payments or pending BACS submissions will be flagged with an error and must be resolved before processing can continue.