Policy - Units with Accounting Data in Smartwebs MAX Accounts 

Overview

To protect the accuracy and integrity of client data, Smartwebs does not enable the deletion of units which have any (current or historical) transactional activity associated.

This policy applies even when the associated transactions have been voided or reversed.

Units with no transactional activity may be deleted following a review process by Smartwebs Support. 

FAQ 

Why Can't a Unit With Transactions Be Deleted?

Transactional records are part of the historical financial and operational record of an association. Permanently deleting a unit that has participated in transactions can create inconsistencies within the database and affect the accuracy and completeness of historical information.

Maintaining these records is important for:

• Reporting: Ensuring past activity remains associated with the appropriate unit and account history and accurately reflects on reports.
• Reconciliation: Maintaining the data necessary to reconcile financial transactions and account balances.
• Data Integrity: Preventing orphaned or incomplete transactional records and inconsistencies between related data.
• Audits: Preserving a complete and traceable historical record.

Voiding or reversing a transaction changes the status or financial impact of the transaction; it does not eliminate the transaction from the historical record. As a result, the unit remains part of the data structure required to maintain that history.

What Can Be Deleted?

Smartwebs can delete a unit when the unit has no transactional activity associated with it.

Before submitting a ticket to request a unit deletion, clients should verify that the unit has not been involved in any transactions or other activity that must be retained as part of the association's historical record.

What If a Unit Should No Longer Be Active?

Smartwebs is planning a future enhancement that will introduce a unit deactivation process. This will be available for scenarios where a unit should no longer be accessible in the UI or billed as an active unit, but has historical transactional activity, making deletion unavailable.

The current target is development in Q4 2026, with a potential release in Q1 2027.

The planned deactivation process will allow a unit to:

• Be removed from the active user interface.
• Be excluded from applicable billing door counts.
• Remain in the underlying database.
• Retain all historical transactional activity.
• Preserve the historical data required for reporting, reconciliation, and audits.

This approach will provide a safer alternative to permanent deletion while allowing clients to maintain an accurate list of their currently active units.

Smartwebs' unit deletion policy is designed to protect the long-term integrity, accuracy, and auditability of association data.