Delete or Make a Customer Inactive

Delete or Make a Customer Inactive

Delete or Make a Customer Inactive

Use this article when you need to clean up customer records in Load Manager. In most cases, the best option is to make a customer Inactive instead of deleting it. Inactive customers are kept for history, but they are no longer used for new loads the same way active customers are.

Only delete a customer when the record was created by mistake and has not been used on loads or open accounting activity.

Choose Delete or Inactive

What You Need Recommended Action
The customer has current or past loads. Make the customer Inactive.
The customer has invoices, payments, balances, CRM notes, contacts, or attachments you may need later. Make the customer Inactive.
The customer was created by mistake and has not been used. Delete the customer.
You are not sure whether the customer has history. Make the customer Inactive first.

Make a Customer Inactive

  1. Go to the Customer tab.
  2. Search for the customer.
  3. Click the customer name to open the customer profile.
  4. Change Status from Active to Inactive.
  5. Click Save or Save & Exit.

If you do not see the option to change the customer status, your user role may not have permission to change customer active status. Ask an admin user to update the customer or your role permissions.

Show or Hide Inactive Customers

The customer list includes a Show Inactive checkbox. Turn this on when you need to find an inactive customer record. Turn it off when you only want to work from the active customer list.

Customer tab showing the customer list

Delete One or More Customers

Deleting removes the customer record. Use this only for unused records that were entered by mistake.

  1. Go to the Customer tab.
  2. Search for the customer records you want to remove.
  3. Select the checkbox beside each customer you want to delete.
  4. Click Delete.
  5. Review the confirmation message.
  6. Click OK to continue, or cancel if you are not sure.

What Happens After You Delete

After the delete process finishes, Load Manager shows a confirmation message. The message tells you how many customer records were deleted and how many could not be deleted.

A customer cannot be deleted when it is connected to load history or open accounting activity. This protects your past load, billing, and reporting records.

Customer delete result message

Single Customer Delete Button

When you open an individual customer profile, a Delete option may appear near the top of the profile. This option is only available when Load Manager can safely remove that customer record. If the customer has load history, use Inactive instead.

Before You Delete

  • Confirm the record is not needed for past loads, invoices, customer documents, or reporting.
  • Check whether the customer has contacts, attachments, CRM notes, customer portal credentials, customer commodity pricing, or EDI settings that should be kept.
  • Make the customer inactive when the business relationship is over but the record should remain for history.
  • Delete only unused duplicate or mistake records.

Troubleshooting

  • The customer will not delete: The customer is connected to load history or open accounting activity. Make the customer inactive instead.
  • The Delete button is missing: The customer may have load history, the record may be locked because another user is editing it, or your user role may not allow deleting customer records.
  • I cannot find an inactive customer: Turn on Show Inactive on the customer list.
  • I deleted the wrong customer: Contact Load Manager Support as soon as possible. Deletion is intended for unused records and may remove related customer details.
  • I need to stop users from selecting this customer on new loads: Make the customer inactive instead of deleting it.

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