For auditing purposes, contracts should not be deleted, but instead VOIDED out with a brief explanation. Voiding out a contract is like voiding out a check in your checkbook. It maintains a record for the auditor of what actually happened.
Procedures to Voiding a Contract
- Change the Short Description and Contract Purpose. Indicate that it has been VOIDED and provide a brief explanation if you wish.
- Check the ‘Final Indicator’ check box and click ‘Save’
The contract now shows as both Voided out and closed or ‘Final’.
While we do not recommend deleting records, if you really want a contract deleted, the request needs to come from your ECMS Agency Administrator.