Making an Account Inactive

There are several reasons to make an account inactive:

• A loan payment account is paid in full.

• Accounts relating to areas of service have been discontinued.

• An account is no longer used for any other reason.

Use the Change ID feature to make changes to G/L accounts, rather than making a new account and deleting the original. Review [Main] Standard Features > Changing IDs for more details on changing an account number.

Use the Merge Account option to remove redundant accounts or when accounts are being combined, rather than making the duplicate account inactive. Review [Main] Features > Merging Accounts vs. Deleting Accounts for more details.

Making an account inactive is decidedly preferable to deleting an account.  A G/L account cannot be deleted unless the account has no transactions. This restriction maintains the audit trail within the software.

Whatever the reason for wanting to make a certain account inactive, it is accomplished the same way. Take the following steps to make the account inactive:

1. Go to Financials > Chart of Accounts.

2. Select the account to be made inactive.

3. In the General tab, enable the inactive switch as shown below:
   

4. Click OK to save the information.

NOTE: All inactive (accounts, vendors etc.) will be grayed on the search lists when the Show Inactive option is enabled at the bottom of the list.