Cleaning up GL accounts

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We need to clean up GL accounts that were set up by mistake and have had no current year activity. Unfortunately, we are not using GP to close the year because we are still bringing in detail history records from our legacy system. Is there a SmartList or SQL statement that will give me this information?

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Richard Wheeler 75,850 Moderator on at

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You can only delete GL accounts that have no activity at all. Since you have never closed any of your years, everything will be open. You can run a trial balance and select to show accounts that have no activity. All those that have no activity will show with no transactions. That will give you your list of accounts to delete.

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Community Member on at

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We only want to delte accounts with no activity. I ran the TB with the option of No activity but I get no accounts each time and I know we have accounts that have had no activity..

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Melissa Sandrovich on at

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Make sure when you run the trial balance report, you have marked to include posting accounts (this is on the left side of the screen and is not marked by default)

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Community Member on at

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So I include posting accounts AND the option for Zero Balance/No Trx in the TB report??

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Melissa Sandrovich on at

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yes

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Richard Wheeler 75,850 Moderator on at

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Yes. Since you can have different types of accounts make sure you click Posting Accounts plus Zero Balance/ No Trx

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Community Member on at

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Oh my...I am running the report now and it is already 11000 pages!! Our COA is 457000 lines long. I guess this means I have to sort through the files and find the ones that have no activity??

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Richard Wheeler 75,850 Moderator on at

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Well at least you have the whole weekend to get this work done! There would be a way on the back-end to get this done much quicker but I would not do this until your IT staff has all of your detail imported. Then I would run a backup, run a couple of scripts and then confirm all looks good.

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Melissa Sandrovich on at

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You can also wait unitl everything is imported then use the MassModify screen to delete unused accounts. Using this screen ensures that nothing gets deleted that has transactions associated with it, and you don't have to do it manually.

The bad part is that you have to click Continue on every account that the system hits that does have transactions tied to it.

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