The requirement for ongoing CDD can be reliant on having an active business relationship with the client. The best way to signal in OnePractice that there is no such active relationship is to deactivate clients in the system. This can be done one client at a time by going to ‘Edit Party’ then clicking ‘Deactivate’ in the bottom left corner of the screen.
Deactivated clients don’t disappear, they just don’t get included in most reports and appear under ‘Inactive Clients’ in searches. All historical matters, transactions, documents etc for inactive clients can still be queried through the system. Deactivated clients can be reactivated at the click of a button as well, so there is no danger in deactivating.
For a client to be deactivated they can have no open matters. Matters can only be closed if all balances are zero. If your firm hasn’t kept up to date with closing matters as they have been completed don’t panic, help is at hand! OnePractice has a tool to assist with closing old matters and deactivating clients. This is under Administration Tab>Tools, see below.
The options available are as below.
The use of this tool should be reasonably transparent. The first six selection options relate to closing matters (matter will only close if all the normal conditions are met) and the bottom two selection options relate to deactivating clients.
The date picker “Deactivate clients created on or before” is to safeguard against deactivating a client that has only just been created, where no matter exists yet.