Versions 25.1 and later: Deactivate the prefix

Version 25.1 introduces the ability to mark General Ledger prefixes and related accounts as inactive. See training for this new feature.

Make a prefix and it's related accounts inactive

1. Turn on Audit Setup Activity.
2. Go to General Ledger, Setup, Prefix/Base, [your prefix description].
3. Select the prefix and press ENTER twice.
4. Mark the Inactive check box.
5. Click Save.
6. Click Yes to the prompt to make related accounts inactive.
7. Repeat steps 3 through 6 for other prefixes.
8. Click Close.
9. Turn off Audit Setup Activity.

To learn more about this feature and how to make base accounts or prefixes inactive, see instructions in the Help Topics.

Before version 25.1, you can use the options below as workarounds.

Versions 24.3 and earlier: Manually archive the prefix/account

 CAUTION: Don't move a prefix if there are entries for the current year. Only perform the move if you haven't made entries to the prefix for at least a year. The current year totals need to be zero for all accounts. You'll need to make all clean-up entries in interfacing applications (PM, AP, AR etc. totals must be zero). Once you move the prefix, interfacing applications can't make entries to that prefix.  

1. Have everyone exit the company data folder. Keep users out of the company data folder while performing the following steps.
2. Create a backup of the entire data folder with the General Ledger prefix that you want to delete.
3. Print Prefix List reports.
   1. From the General Ledger Reports menu, select Lists, GL Settings, Prefix A.
   2. Print other prefix reports (Prefix B, Prefix C) depending on which prefix sections you use.
4. Create a new data folder from within your live data folder.
   1. From the File menu, select New Company.
   2. Enter the Company name and the other information.
   3. Select the Use current setup check box. Don't clear the check box if it's selected.
   4. Accept or change the Data folder path name and click OK.
5. Create the General Ledger master file in the new data folder.
   1. From the General Ledger File menu, select Company Settings, GL Settings.
   2. Click Yes to the message, "Please be sure the account format has been set in Custom Descriptions before you begin".
   3. Click OK to the message, "The master file was not found, the file will be created".
6. Set the General Ledger default options for the new data folder.
   1. In GL Settings, the Fiscal Entity, Retained Earnings Account, and Suspense Account must be identical to the live data folder. Use the reports from step 3 above to assist you.
   2. Click OK.
   3. Exit the General Ledger application.
7. Move the GL transactions.
   1. Return to the live data folder (File, Open Company).
   2. From the General Ledger Tools menu, select Move Transactions, Current to Current.
   3. In the Destination File Selection window, select the new data folder you created in step 4 above and click Open.
   4. Click Yes to the message, "File not found, Okay to create?".
   5. The Cutoff date is a required field. Enter the last date you posted transactions to this prefix.
   6. Click Conditions.
   7. In the Field section, select the appropriate prefix description for the prefix you want to retire.
   8. In the Operator section, select Equal to.
   9. In the Value section, type the specific prefix you want to retire.
   10. Click OK and verify your condition appears correctly.
       Example: Your General Ledger account structure is AA-BBB-Base account, and prefix A is Entity. Assuming Entity 10 is the one you want to retire, enter the condition as: Entity EQ "10".
   11. Click OK.
   12. Click Start.
   13. Review the journal to verify the move was successful.
   14. Repeat steps 7.b through 7.m except on step 7.b select Move Transactions, History to History.
8. Copy and delete the full accounts. If you previously deleted a base account, set it up again to move any associated full accounts. Refer to Error: "Base not found".
   1. From the General Ledger Setup menu, select Copy Chart of Accounts.
   2. In the Destination File Selection window, select the new data folder you created in step 4 above.
   3. Select the Master.glm file and click Open.
   4. For Copy Records, select the default Accounts and related records.
   5. Select the Delete records after copying check box and click OK.
   6. IMPORTANT: In the Print Selection window, click Conditions. If you don't set the appropriate conditions, you may end up deleting the wrong account records.
      1. In the Field section, select the appropriate prefix description for the prefix you want to retire.
      2. In the Operator section, select Equal to.
      3. In the Value section, type the specific prefix you want to retire.
      4. Click OK and verify your condition appears correctly.
         Example: Your General Ledger account structure is AA-BBB-Base account, and prefix A is Entity. Assuming Entity 10 is the one you want to retire, enter the condition as: Entity EQ "10".
      5. Click OK.
   7. Click Start.
   8. Review the printout for errors or accounts that didn't move.
   9. If necessary, correct any issues that didn't allow accounts to move.
9. Delete the prefix.
   1. From the Setup menu, select Prefix/Base. If you have multiple prefixes, delete them in reverse order. First delete prefix C, then prefix B, and finally prefix A.
   2. Select the prefix level that corresponds to the prefix that you wish to retire.
   3. Click List to select the prefix.
   4. Press ENTER.
   5. Click Delete and then click Close.
   6. Repeat to delete any corresponding higher prefix levels as appropriate.
10. View the retired prefix data folder.
    1. From the General Ledger File menu, select Open Company.
    2. Select the data folder for the retired prefix, and click OK.
    3. From the General Ledger Reports menu, select Year-to-date Ledger.
    4. Verify that all the appropriate accounts moved.

How do I archive my General Ledger data?

When is it ok to delete a GL account?