Suspending Closing and Deleting Accounts
The status of an account can be set to Suspend to add a level of control to the postings made to the account. If a suspended account is selected for ledger entry, corporate allocations, or for order or invoice lines in Order Fulfilment, a warning is displayed indicating that the account has been suspended. The operator can, however, override this warning and post to the account anyway.
Setting an account status to Closed is stronger than Suspend in that it prohibits any further posting. If you are unable to delete an account because transactions have been posted to it, you should set the status to Closed to prevent further postings.
Suspended or closed accounts cannot be nominated as posting accounts in procedures where an account code is required, such as Payment Run, Depreciation Calculation, Ledger Revaluation, and so on.
To Change the Account Status:
- Use SunSystems to access Chart of Accounts (COA).
- Enter or the required account.
- The Status changes accordingly.
- Click .
Deleting Accounts
A ledger account cannot be removed if:
- financial transactions exist in the actuals ledger.
- current order fulfilment transactions which have not been completed, reference it.
- budget transactions have been entered for it.
- transactions exist on the archive tables for it.
In order to achieve this, ensure that the account balance is zero, and then run a Ledger Cleardown for that account.
You can delete an individual account using the button, or delete a range of accounts using the option on the menu.