Hiding Inactive Accounts

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Posted on by Sue Loach

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Hi! A predecessor created thousands of accounts in GP - we have downsized greatly. Is there a way to hide these inactive accounts so I don't have to scroll through them all the time? Thank you in advance.

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L Vail 65,271 on at

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Re: Hiding Inactive Accounts

Hi,

When you say 'show up in Fixed Assets', which Lookup window are you referring to?

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rlmcvicar 380 on at

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Re: Hiding Inactive Accounts

Leslie

Could you point me to the GP 2010 feature that allows all inactive to be excluded instead of the Avanced Search. I am having inactive accounts show up in Fixed Assets.

rmcvicar

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Community Member on at

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Re: Re: Re: Re: Re: Hiding Inactive Accounts

Hi,

I am in GP2010 and cannot see how to exclude the inactive accounts. I am able to exclude inactive Customers. The view does not have the option to exclude Inactive accounts.

Am i missing something?

Version 11.00.1247(RTM)

Thanks,

Geoff James

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L Vail 65,271 on at

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Re: Re: Re: Re: Re: Hiding Inactive Accounts

Woo Hoo! I'm on a roll this week!

Leslie

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Sue Loach 245 on at

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Re: Re: Re: Re: Hiding Inactive Accounts

Thanks so much! Perfect answer and perfect instructions! Now when I am in inquiry I can see our 300+ accounts as opposed to a few thousand.

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L Vail 65,271 on at

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Re: Hiding Inactive Accounts

Hi Sue,

You will be pleased to know that in the next version of GP (version 2010) you will be able to exclude all inactive account records from the Accounts lookup window. Yay!

Until then, a method I often use to reduce the number of accounts displayed in subsidiary modules is to use the overlooked feature of the 'Include in Lookup' settings on the Account Maintenance screen. Simply unselect all of the modules (they are all selected by default) on any inactive account an it will clean up your lookups in the subsidiary modules.

Kind regards,

Leslie

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Re: Re: Re: Hiding Inactive Accounts

Hi Sue,

With entering transactions, you would note that:

From the Transaction Entry window (Transactions >> Financial >> General) the accounts that have been inactivated would not be visible from the lookup.

From sub-module transaction entry windows (i.e. Payables Transaction Entry, Recievables Transaction Entry), the accounts that have been inactivated would be visible. However, you would not be able to select them manually in the distribution entry windows. In doing so, you will encounter the following pop-up message:

This account is inactive. Please select an active account.

To workaround this issue on a sub-module level, you can opt to create a Custom Sorting for the accounts lookup so that when in the lookup window you can sort them by inactive and active accounts.

To do this:

Go to Microsoft Dynamics GP >> Tools >> Setup >> Company >> Advanced Lookups.

On the Lookup Name select Accounts.

Under the Sort by Field, in the Custom Sorting Options section, select 'by Active'

Click Save

Now on the sub-module go to the distribution entry window, for example the Payables Transaction Entry Distribution window.

Click on the magnifying glass to lookup the accounts

On the list of columns, you should have 'Additional Sorts'

Click it to select the 'by Active' lookup you created.

The accounts would then be listed by inactive, then active accounts.

Hope that helps

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Sue Loach 245 on at

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Re: Re: Hiding Inactive Accounts

Yes, all of the above. GP 10. I can eliminate them in SmartList - it is the entry screen that is so annoying.
Thanks.

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Frank Hamelly | MVP... 46,615 Super User 2025 Season 2 on at

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Re: Hiding Inactive Accounts

Where are you scrolling thru them and for what purpose? You mean for transaction entry? Inquiry? SmartList? All of the above?

What version of GP?

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