Changing or deleting detail accounts

Note: You can inactivate accounts that are not eligible to be deleted.

You can change field values for detail accounts at any time during a company's life cycle. You can also delete unused detail accounts. Use this procedure to change or delete many detail accounts at once. See Optional procedure for changing or deleting detail accounts.

Note: You cannot delete accounts that have had transaction or budget activity in the last two fiscal years. Also, you cannot delete an account that is assigned to an accounting unit.
  1. Access Mass Chart Account Change Delete (GL100).
  2. Define the action that you want to perform on the Action form tab. Use these guidelines to specify the field values:
    Action

    Select whether you want to Change or Delete selected accounts.

    Chart of Accounts and Section

    Select the chart of accounts that you want to change or delete and indicate whether you want to change or delete balance sheet or income statement accounts within the chart of accounts. If you leave the Section field blank, then all accounts are included.

    Summary

    You can select the summary account that you want to change or delete detail accounts for. If you leave this field blank, then all summary accounts defined for the Chart and Section that you identify are included.

    Affect

    Select the account level included:

    • The default setting is All, which includes all detail accounts for all summary accounts in the chart section you select. If you use All, then leave the Summary Account field blank.

    • Select Children to include all detail accounts for a specific summary account.

    • Select Descendant to include detail accounts for multiple summary accounts.

    Major Account and Subaccount

    You can select a specific range of accounts and, optionally, subaccounts to change or delete.

    Note: To change or delete all detail accounts for the major summary accounts, leave the From field blank and type 999999 in the To field.
  3. If you are changing accounts, on the Detail Account Change form tab, specify X in the select column for each field that you want to change. Use these guidelines to specify the field values:
    Old and New

    For example, to change the account status, select the current status assigned in Detail Accounts (GL00.3) in the Old column. Select the status that you want to assign to these accounts in the New column. The application will assign the new status to any accounts with the status that you selected in the Old column.

    See Defining a chart of accounts.

  4. To make additional changes, use the Additional Acct Change form tab to define new account parameters such as the dynamic generation list used, the systems the account is available to, the account currency, or financial statement formatting options. Use these guidelines to specify the field values:
    System Codes

    To restrict accounts by system, select codes for the systems you want to have access to this account. You must include any existing systems. For example, if you currently restrict by GL and want to add AP, then you must select both GL and AP. If you select only system codes you want to add, then all pre-existing system codes will be deleted.

    Note: As an option, you can restrict access to summary or detail accounts by system as you define or maintain your chart of accounts.

    See Defining a chart of accounts.

Related topics