General Ledger > Chart of Accounts > Update or Delete GL Account IDs

Perform the following steps to update or delete a GL Account ID:

1.Access the Chart of Accounts Maintenance function from the Chart of Accounts group under the Maintenance menu in the General Ledger module.

Note: Various drillable fields and Lookup buttons are available in this function window. When you click any drillable field in this function window, the system automatically displays the corresponding Maintenance window.

2.Enter the GL Account ID of the account record you want to update or delete in the Account ID field. To amend an account, take note of the following parameters:

•You can change the account from a Posting account to an Allocation account if it has no balance in current and historical periods. You can change it from an Allocation account to a Posting account if nothing is entered in the Auto Distribution Setup tab.

•You can indicate which modules can transfer detailed transaction data to Posting accounts in the General Ledger and which must transfer in summary.

•You can switch the status of an account between Active and Inactive any time; however, you have to be careful when changing an active status to inactive since the system will no longer allow you to post new transactions to inactive accounts.

•You can indicate whether the GL Account ID's transactions are to be included in the Cash Receipts & Disbursements report by marking the Cash Account check box.

•You can update the distribution accounts and percentages for an allocation account.

•You can update the Notes and Element entries for the account.

•You can change the Account Group ID, Cash Flow 1 and 2 and Ratio Group categories for this account.

Note: Changing the Account Group ID, Cash Flow and Ratio Group categories of an account would affect the presentation of this account in your financial statements and may affect the reliability of information when comparing your current financial reports with that of your reports generated and printed before the change; therefore, be very careful in making the changes and do so only if it is necessary.

3. Enter the required changes to the account record; then, click the Update button in the Maintenance toolbar to save your changes.

4. If you want to delete a GL Account ID, click the Delete button in the Maintenance toolbar.

Note: You can delete an Allocation account anytime but you can only delete a Posting account record if no transactions are posted to this account and if it has no outstanding balances.

Update or Delete GL Account IDs

Update or Delete GL Account IDs

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