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Delete Policies Utility

The Delete Policies utility, located under the Tools menu, is designed to help you maintain a clean and efficient database. Over time, expired or terminated policies can clutter your reports and tree views; this tool allows you to remove them in bulk based on their status and effective dates.

Scope of Deletion

When you use this utility, it performs a deep clean of all data associated with the selected records. Deleting a policy via this tool will remove:

  • The Primary Policy: The record visible in your current policy list.

  • All Prior Terms: Every renewal term associated with that policy history.

  • Payment History: Every carrier payment ever posted to these policies.

  • Agent Commissions: All split data and earnings records linked to these payments.

  • Unused Clients: Any client records that become "empty" (having no remaining policies) after the deletion.

How to Filter and Review Data

Before committing to a deletion, you can filter and organize the grid to ensure only the intended data is removed.

  1. Filter by Status: Only policies marked as Expired, Inactive, Prospect, or Terminated should be targeted.
  2. Filter by Date: Use the Policy Effective Date to target older books of business.
  3. Review the Impact: The # of Terms to be Deleted column calculates the total volume of historical data that will be removed for each row.

Accessing Delete Policies via Tools

Customizing the View

  • Sorting: Click any column heading to resort the list (e.g., sort by Effective Date to see the oldest policies first).
  • Column Order: Drag and drop column headings to rearrange the grid to your preference.

Delete Policies Filtering Grid

Safety Measures

Deletion is permanent for your active session, but we provide two layers of protection:

  1. Automated Backup: Commission Tracker automatically creates a restore point of your database immediately before the deletion process begins.
  2. Emergency Restore: If you realize a mistake was made, contact support@commission-tracker.com immediately. Our technical team can restore the pre-deletion backup for you.

Commit Deletion Confirmation

Best Practices

  • Audit Before Deleting: We recommend running an Accounts Receivable report for the policies you intend to delete to ensure there are no outstanding carrier balances you might need for tax or legal purposes.
  • Yearly Cleanup: Perform this task annually after your tax filings are complete to keep the software running at peak performance.
  • Use Prospects Sparingly: If a "Prospect" never converts to a client, use this tool to remove them and keep your "New Client" counts accurate.

Need help filtering your deletion list? Contact support@commission-tracker.com