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Dynamics 365 Community / Forums / Microsoft Dynamics SL (Archived) / Able to delete account...
Microsoft Dynamics SL (Archived)

Able to delete accounts with history & transactions within retention period

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Posted on by Community Member Microsoft Employee

Hello,

This is version 7 FP1.  The 3 GL setup retention fields are set to 360 months, 360 months, and 30 years. The user was able to delete quite a few accounts (10+) which we later discovered had transactions and balances in years 1996-1999.

We were able to add the accounts back to the chart and successfully print the Trial Balance & GL Detail for 1999, so there is no problem. 

We'd like to know exactly what is the criteria SL uses when allowing/disallowing deletion of GL accounts.

Thank you!

Laura Barber

*This post is locked for comments

  • Carolyn Kolpien Profile Picture
    Carolyn Kolpien on at
    Re: Able to delete accounts with history & transactions within retention period

    Hi Laura,

    I submitted bug 25056.  The way to avoid this is to limit Delete rights to users who know which accounts should be deleted.  

  • Carolyn Kolpien Profile Picture
    Carolyn Kolpien on at
    Re: Able to delete accounts with history & transactions within retention period

    Hi Laura,

    I have been testing this again and I went through a bunch of accounts in my Chart of Accounts Maintenance screen and tried to delete them.  I came across one account which I was allowed to delete.  I looked in AcctHist and GLtran and that account did have records.  My database is in fiscal year 2012 and that account didn't have activitiy since 1999.  I'll go ahead and write up a bug.

  • Community Member Profile Picture
    Community Member Microsoft Employee on at
    Re: Able to delete accounts with history & transactions within retention period

    Hi,

    Yes, the customer is able to delete and add back several accounts that we know have balances, in both their test environment and their live environment.

    I have a login to the test environment and could show you.

    Thanks,

    LB

  • Carolyn Kolpien Profile Picture
    Carolyn Kolpien on at
    Re: Able to delete accounts with history & transactions within retention period

    Hi Laura,

    I'm sure at this point that a case would not help.  We would not be able to determine after the fact why it happened.  If you have a backup database from before the accounts were deleted or if you can recreate the issue in the currrent database, then we could assist. Can those same accounts be deleted again?   But to create a case to have us figure out why it happened after the fact would not be worth the effort. We have tested this and we cannot delete accounts that meet the criteria I gave you earlier.

    Let me know if you have a backup from before the accounts were deleted or if you can continue to delete accounts in the database that meet the criteria above.

  • Community Member Profile Picture
    Community Member Microsoft Employee on at
    Re: Able to delete accounts with history & transactions within retention period

    Thanks Carolyn.

    This client does not use acct-sub validation.

    The accounst definitely had records in both gltran and accthist and yet she was able to delete them from the COA.

    What next? A MS case?

    Thanks,

    Laura

  • Carolyn Kolpien Profile Picture
    Carolyn Kolpien on at
    Re: Able to delete accounts with history & transactions within retention period

    Hi Laura,

    It looks like it checks several things.

    It checks to see if there are records in acctsub for that account.

    It checks to see if there are gltran records for that account.

    It checks to see if there are accthist records for the account where either the annbdgt (annual budget) is not zero, or one of the ptdbal fields is not zero, or one of the ytdbal fields is not zero.

    So basically, if the account has been entered as a valid combination in account/subaccount maintenance, or there are any gltran records that have not yet been deleted, or there is an account history record that has not been deleted and has a non zero annual budget, period to date or year to date amount, the account cannot be deleted.

  • Community Member Profile Picture
    Community Member Microsoft Employee on at
    Re: Able to delete accounts with history & transactions within retention period

    Hello,

    No, the customer was not able to delete any/all accounts.  Some did give the message "the account is in use elsewhere"... which led us to believe it was using some criteria to determine which accounts could be deleted.

    I thought it would check 1) whether the account is used as the default in any screen and 2) whether it had historical balances or transactions.

    What exactly is the criteria the system uses for allowing/disallowing account deletion?

    Thank you.

    Laura Barber

  • Carolyn Kolpien Profile Picture
    Carolyn Kolpien on at
    Re: Able to delete accounts with history & transactions within retention period

    Hi Laura,

    I was not able to delete any accounts where there was history.  I don't believe it looks at retention settings but will find out.  Also, can you delete any account you wish from the Chart of Accounts table?

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