Year End Close - Deleting Inactive Accounts GP 10.0

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Posted on by K Day

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During year end, I have seen where an account is marked as inactive and has no balance, GP takes the liberty to delete that account. Does anyone have a workaround for this? I thought I remember seeing a setting once where you checked the box to not do this. Does anyone have insight into this?

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L Vail 65,271 on at

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RE: Year End Close - Deleting Inactive Accounts GP 10.0

Howdy,

In addition to having no balance, it needs to have never been used. So you need this:

Account marked inactive,

Account has no transactions in either the Work, Open or History tables.

Leslie

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L Vail 65,271 on at

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RE: Year End Close - Deleting Inactive Accounts GP 10.0

Hi,

The only 'work around' I know of is to uncheck the inactive box and then recheck it after year end close. The good news is that 2013 offers you the choice of whether you want to delete them, or not. The delete it but don't tell you routine was 'additional functionality' that was introduced with version 10.

Kind regards,

Leslie

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

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RE: Year End Close - Deleting Inactive Accounts GP 10.0

Upgrade to 2013! :)

I know that may not be a realistic solution for you but GP 2013 does allow you to choose whether or not to delete inactive accounts or selectively delete based on whether budget amounts exist for those accounts.

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Susan Chaffee 80 on at

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RE: Year End Close - Deleting Inactive Accounts GP 10.0

We have a similar issue and we need to NOT have the accounts be automatically deleted. This creates a HUGE problem within our budgets as well as payroll posting accounts. What can we do to keep this from happening?

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Doug 110 on at

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Re: Re: Year End Close - Deleting Inactive Accounts GP 10.0

Hi,

I noticed during a previous 2010 close that account swhich had been set as inactive and met all of theother criteria to be deleted, were not deleted during the close. While searching earlier I thought I read that the accounts have to be inactive through two closes before the year end close will delete them.

I can't find the tech note article agaion. Is anyone familiar wiuth this?

thx,

Doug

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L Vail 65,271 on at

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Re: Re: Year End Close - Deleting Inactive Accounts GP 10.0

In addition to removing the accounts Ian referred to, it will also remove any segments in your Account Format that have never been populated with an account number. This is not the 'Remove Unused Segment Numbers', it actually removes the segment and shortens the account format.

Kind regards,

Leslie

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Community Member on at

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Re: Year End Close - Deleting Inactive Accounts GP 10.0

Heather is correct. The exact treatment is as follows: At the end of the year, inactive accounts will be included on closing reports. Inactive accounts that don’t have a balance, that aren’t included on any saved, open, or historical transactions, and that are not distribution accounts for allocation accounts will be deleted.

Best regards,

Ian.

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Heather Roggeveen 9,146 on at

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Re: Year End Close - Deleting Inactive Accounts GP 10.0

Hi Kevin

I don't recall seeing a check box for this one - possibly you are thinking of the option within Inventory about removing discontinued items - same theory, but you certainly have an option on that one.

Heather

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