GDPR

Under the menu item Company/Maintenance/Gdpr setup , you can run a cleanup run so that inactive customers and suppliers are anonymized. The anonymization is done by moving the entries from inactive customers/suppliers to an anonymous debtor/creditor account, and then deleting the inactive debtors/creditors. In this way, you can still see and print all posted entries related to the inactive debtors/creditors. However, the reference to the debtor/creditor on these entries has changed to point to the "GDPR debtor/creditor".

Setting up

When the menu item is selected, you must first enter an account number of a debtor (customer) and a creditor (supplier) to which the inactive customer/supplier records should be moved. For example, it is recommended to create a debtor and creditor account with the account number and name GDPR and use these as the anonymous debtor/creditor. In the Year field, enter the number of years a debtor/creditor must be inactive before it is deleted. You cannot enter a number of years that is less than 5 years. This is because Denmark has a rule that accounting data must be stored for a minimum of 5 years. If your company is covered by the new EU VAT rules (One-stop VAT) that came into force on July 1, 2021, please note that you must store your accounting data for 10 years. IMPORTANT! The 5 years are calculated from today's date and 5 years back. Note! Debtors and creditors that have NOT been posted yet, i.e. newly created debtors/creditors will not be included in the cleanup run, and when you initiate the cleanup run, you can select simulation and thus get a list of the debtors/creditors that will be removed before you initiate the final cleanup.

Cleanup driving

To initiate the cleanup run, complete the setup as described above and then select the button Cleaning up on the ribbon. TIP! If, for example, you only want to anonymize your debtors, simply fill in the Anonymous debtor field and leave the Anonymous creditor field empty. When you select the Cleanup button, a prompt appears where you can select yes to simulate. If simulating, a list of the debtors/creditors that will be included in the cleanup run is displayed. If the cleanup run is run without selecting yes to simulate , the cleanup run will be run after you have typed delete in the prompt that appears when you select the Cleanup button again, uncheck the Simulation box and select OK. Please note that the cleanup run runs in the background on the server while you can continue working with other tasks in Uniconta. It may therefore be necessary to say Update in the debtor directory etc. before you can see that the affected debtors have been deleted. Note! Notes and attachments on the affected debtors/creditors will be deleted, so if you want to preserve notes or attachments, you must manually save them in another way BEFORE running the cleanup run. Note! If the Creation date field on your debtors/creditors is empty, or if the field is filled in with a date that is not older than the number of years you specify in the GDPR cleanup, the deletions will be deleted. The customer/supplier will not be deleted. The Creation date field is automatically filled in when new debtors/creditors are created in Uniconta. When converting to Uniconta from other systems, the field is filled in with the date of the oldest record. Example of a customer invoice after the cleanup:

Do not delete the debtor/creditor

If you do not want a debtor/creditor to be deleted during the GDPR cleanup. GDPR cleanup, you can change the Creation date field on the debtor/creditor. If this field is empty, the debtor/creditor will not be deleted. Read more about this above under 'Cleanup run'.

Deleting old records without deleting debtors/creditors

If you want to delete old entries on your debtors and creditors without deleting your debtors and creditors, you can choose to delete your oldest financial year instead of the GDPR cleanup run. When you select your oldest fiscal year under Finance/Maintenance/Fiscal year and select the Delete fiscal year button, you will delete your oldest fiscal year, but will also delete debtor, creditor and project entries posted with dates in the fiscal year you delete. To ensure that the balances on the debtors etc. are still correct, primary entries are created on the debtors etc. The amount of the primary entries is the sum of the booked amounts on the individual debtor/creditor.

Cleaning up employees

If you want to delete Employee data, you can either delete all data on the employee. If you find yourself in a situation where you have an employee who quits and a new employee who starts and they have the same employee number/initials, you can always go to the resigning employee and change the person's employee number/initials. This can be done by standing on an employee/records and via "edit all" remove the employee number or add a "Dummy" employee. You can then delete the employee. We refer you to always consult with your GDPR responsible, in relation to applicable regulations.