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We have over 3,000 unique expense account in our general ledger. I know there are many that have not been used in a while. I would like a report that shows the last time the account was used in purchasing or in a journal entry. From that list, I would like to inactivate those not used in the past year. Thanks.
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Hi Tracy,
You can run a script in SQL Server Management Studio against the company database to identify all the GL accounts that have not been used in the OPEN GL year(s) or GL20000 table, so be sure to be aware of what year you last closed. (Keep in mind it does not look to see if the account is being used in a GL budget.)
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select GL00100.ACTINDX, GL00105.ACTNUMST, GL00100.ACTDESCR from GL00105, GL00100
where GL00100.ACTINDX =GL00105.ACTINDX
and GL00100.ACTINDX not in (select GL20000.ACTINDX from GL20000)
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You can inactivate the GL accounts returned by the script above, with this script below:: (But make sure all GL batches are posted first.)
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Update GL00100 set ACTIVE = 0 where ACTINDX not in (select ACTINDX from GL20000)
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Remember that when you close the GL open year, the GL close process will remove all inactive accounts. (whether or not they are used in a budget.)
I hope this helps. Be sure to do this in a test environment first, so you can verify it is what you want.
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