Note: The following instructions are for inactivating a group of account numbers using the Inactivate Chart of Accounts option; if desired, an individual account number can be inactivated by removing the checkmark for the Active field within the Chart of Accounts File.
From the General Ledger screen, select the Maintenance menu and then Chart of Accounts.
At the Chart of Accounts screen, select the Options menu and then Inactivate Chart of Accounts.
The Inactivate Chart of Accounts screen appears.
To display account numbers that have not been used (not had entries posted) since a particular fiscal year end, enter the desired fiscal year end date in the Fiscal Year End of Latest Transaction Posted to General Ledger field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date. If desired, this field can be left blank.
Click the Display button.
All the account numbers that do not have any active entries appear in the Chart of Account Numbers List. If the Fiscal Year End of Latest Transaction Posted to General Ledger field was completed, only the account numbers that have not been used (not had entries posted) since the specified fiscal year end appear. If desired, change the filters to modify the account numbers displayed here.
Note: Active entries for an account number include: 1) unposted invoices and posted invoices not yet assigned a check number (and not voided); 2) unposted purchase orders and posted purchase orders with an outstanding balance (not cancelled); 3) unsubmitted requisitions and submitted requisitions that have not been cancelled or converted to purchase orders; 4) unposted manual journal entries; 5) unposted cash receipts; 6) unposted budget entries; 7) unposted pay period entries; 8) unposted employee absence entries; 9) unposted time card entries; 10) entries in an unposted payroll calculation batch; 11) unposted asset disposal entries; 12) unposted Account Receivable invoice entries (applicable for accrual basis only); and 12) unposted Accounts Receivable payment entries.
Tip: To view the information for the active entries for an account number (including the batch type and batch description (or requisition number, if applicable)), generate the Chart of Account Numbers with Active Entries report.
Select the account numbers to inactivate by clicking the box in the Selected column to the left of the desired chart of account number. A checkmark will appear in the box if the account number is selected. To select all the account numbers listed on the screen, click the Select All button located above the Chart of Account Numbers List.
Click the Execute button to inactivate the selected account numbers.