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Tracking down accounts that have never been used. Chart of accounts cleanup

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Posted on by I.Bundock

Help please.

I am trying to establish which accounts in our general ledger have never been used and can be deleted. I have created a jet report which has found a number of accounts that have never had a balance since day one, however, I can't establish if there have been transactions at any stage, ( ins and outs ). I don't have access to development tools. Is there a way other that possibly exporting hundreds and thousand of transactions and analysing.

Many thanks, Ivor

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YUN ZHU 75,848 Super User 2024 Season 2 on at

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RE: Tracking down accounts that have never been used. Chart of accounts cleanup

Hi, I tend to handle this outside the system, like using Excel.

For example, export all General Ledger Entries first. (Using Configuration Package)

Add a PivotTable for G/L Account No. (It's best to consider Bal. Account No. as well.)

Then you will get the G/L account details that have been used.

Hope this will help.

Thanks.

ZHU
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JAngle 46 on at

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RE: Tracking down accounts that have never been used. Chart of accounts cleanup

You can delete a GL if there are no postings in the current accounting period (income statement). Instead of a nl(“sum”) use a nl(“count”) with a date filter for the current accounting period with g/l entry table. I’d run that alongside a nl(“rows”) for the g/l account table. The nl(“count”) could be part of a if statement. If the count is above 1 then false and if below true. The true values are the delete contenders. Use cell b1 to add a keyword of hide+? and put another if statement in to assess the result of the count formula. If true display the word “show”, if false display “hide”. Your list of rows will only be the valid candidates. The count for balance sheet codes will have to be for a much bigger date range
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Community Member Microsoft Employee on at

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RE: Tracking down accounts that have never been used. Chart of accounts cleanup

Ivor,

That is a good one. What if you summarized all GL Account that had Transactions Posted. Then do a VLOOKUP to the GL Accounts listing and for those that have entries cross them out and the remainder are the ones no entries have posted.

Just a thought.

Hope it helps.

Thanks,

Steve