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Training Tidbit: Inactivating Account Numbers

Do you have old account numbers in the Chart of Accounts File that you no longer use?  If so, did you know you are able to make those old account numbers inactive to prevent them from being used in the system by mistake?

To inactivate an old account number, complete the following steps:

  • Go into the Chart of Accounts File by selecting the Maintenance menu from the General Ledger screen and then Chart of Accounts.
  • Enter the account number to inactivate in the Chart of Account Number field or click the down-arrow button or the Find button to select the account number.
  • Once the desired account number is displayed on the screen, select the Active field to remove the checkmark.  By removing the checkmark in the Active field, the account number is designated as an inactive account number and will not be able to be used within the system.
  • Click the Save button to save your changes.

Note:  If an account number does not have any history (transactions) tied to it, the account number can be deleted instead of making it inactive.  Also, inactive account numbers can be excluded from printing on a number of General Ledger reports by completing the applicable action:  specifying True for the Active Chart of Account Number parameter, or adding a record selection formula for Active=True (only applicable with flexible financial reports or custom reports).  Keep in mind, if inactive account numbers are excluded from printing on a report, the report may not reflect the actual totals if those inactive account numbers had a balance in the fiscal year in which the report was generated.