WARNING: Moving a prefix should not be done if there are entries for the current year. It should only be performed after no entries have been made for at least a year and the current year totals are zero for all accounts. Once the prefix is moved, interfacing applications will not be able to make entries to that prefix so all clean up entries must be made in interfacing applications (PM, AP, AR etc. totals must be zero).

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.
      Note: Print additional 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. Do not clear the check box if it is already 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 transactions were posted 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. For example, if your General Ledger account structure is AA-BBB-Base account, and prefix A is Entity, and assuming Entity 10 is the one you want to retire, your condition would appear as follows: Entity EQ "10".
   11. Click OK.
   12. Click Start.
   13. Review the journal to verify the move was successful.
   14. Repeat steps 7.2 through 7.13 except on step 7.2 select Move Transactions, History to History.
8. Copy and delete the full accounts.
   Note: If a base account has been deleted, it will need to be set up again in order to move any associated full accounts. Refer to article DocLink: 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. (Note: If you do not 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. For example, if your General Ledger account structure is AA-BBB-Base account, and prefix A is Entity, and assuming Entity 10 is the one you want to retire, your condition would appear as follows: Entity EQ "10".
      5. Click OK.
   7. Click Start.
   8. Review the printout for errors or accounts that did not move.
   9. If necessary, correct any issues that did not allow accounts to move.
9. Delete the prefix.
   1. From the Setup menu, select Prefix/Base.
      Note: If you have multiple prefixes they must be deleted 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.