Trash
Find and restore a deleted item, set the retention period of the trash and delete an item permanently.
In NovaFisko, deleting an item does not destroy it: it goes to the trash of the company file, from which it can be restored during an adjustable period. This page describes what goes through the trash, how to restore and when an item disappears for good.
What goes through the trash
| Type of item | Condition |
|---|---|
| Third parties, accounts, journals, analytic codes | The item must not be used by entries |
| Journal rules, bank rules, recurring entries | None |
| Fixed assets | The asset must not have any booked depreciation |
| Documents | The document must not be booked |
| Document imports, integration connections | None |
When the deletion is refused, the message states why: the item is in use, or it is booked.
Accounting entries have no trash. A posted entry cannot be deleted: it is reversed. Draft entries do not exist either.
Deleting an item
Delete as usual from the sheet or the list. The message "Moved to the trash" confirms the operation. The item disappears from the lists and the selectors, but it remains intact in the trash, with its data.
The code of a deleted third party, account, journal or analytic code immediately becomes available again for a new item.
Consulting the trash
- Open the History tab, then the Trash sub-tab.
- Filter by type of item if necessary. A counter shows the number of items of each type.
- Use Search the trash to find an item by its label.
Each line shows the label, the deletion date and its author ("Deleted on … by …"), as well as the automatic purge date.
Restoring
- On the line of the item, click Restore.
- The message "… restored" confirms that the item is back in the lists.
To recover everything at once, Restore all restores the items displayed, after confirmation. The summary shows how many were restored and how many failed.
When the restore is refused
| Case | Behaviour |
|---|---|
| The code of a third party has been taken in the meantime | The third party is restored with a suffixed code, for example ABC-2. You can rename it afterwards. |
| The number of an account, the code of a journal or of an analytic code has been taken | The restore is refused. First change the code of the item that occupies it. |
| The item depends on a deleted parent | Restore the parent first. |
Items that cannot be restored display the mention "This record cannot be restored", with the reason.
The restore is recorded in the history and can itself be undone by a revert. You can therefore restore in order to check, then move back to the trash.
Retention period
By default, an item stays 90 days in the trash. After this period, it is permanently deleted by an automatic process that runs every night.
This period is a setting of the company file, adjustable between 7 days and 3,650 days (ten years) by the lead of the company file, a manager or an administrator of the firm. If your version of the application does not display this setting yet, ask support to make the change.
| Period | Use |
|---|---|
| 7 to 30 days | High-volume company files in which the trash only serves as an immediate safety net. |
| 90 days (default) | Covers a quarter: a deletion made by mistake is detected at the latest at the next VAT return. |
| 365 days and more | Company files followed from a distance, reviewed once a year. |
Deleting permanently
An item can be purged without waiting for the end of the period.
- On the line, click Delete permanently.
- A first confirmation reminds you that the item can no longer be restored.
- A second confirmation is requested: "Last confirmation: … will be erased for every user, with no way back."
This action is reserved for the lead of the company file, the managers and the administrators of the firm. Other team members do not see the button. The purge is recorded in the audit trail.
Permanent deletion is irreversible, including for NovaFisko support. The history keeps the record that the item existed and was purged, but its data can no longer be reconstructed.
Trash and offline work
A deletion made offline follows the same rules at synchronisation. If a colleague changed the item in the meantime, the deletion is not applied: the update prevails. Conversely, if you change offline an item that a colleague moved to the trash, it is restored and your change is applied.
Trash and personal data
A third party in the trash still contains its contact details. If you have to act on a request for erasure of personal data for a third party that has no entries, moving it to the trash is not enough: proceed with the permanent deletion. For a third party linked to entries, the accounting retention obligation applies. See GDPR.