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Determine if you can delete the account

There are three levels of tolerance to consider when determining if it's ok to delete GL accounts:

Don't delete accounts with activity or balances on the GL Account record (GL Setup, Accounts, Balances tabs and Activity tabs). Don't delete accounts that you'll need to report on or retrieve information for prior to the periods and years available on these tabs.

If there's activity or balances on a deleted account, then reports will appear out of balance for periods that had amounts. Review the balances and activity tabs for both Accrual and Cash accounting, if you maintain both accounting methods.

Other considerations

• When you retrieve information for a deleted account that still has transactions, the name/description will be missing. If that information is important to verify what the transactions were for, reconsider deleting the account.
• If you re-use a deleted account number and old transactions still exist, the transactions appear to belong to the "new" account.
• Always consider any auditing periods or cases of litigation where you may need to provide documentation further back than two years.

Important information

• Always create a full backup of the database (for reporting purposes) before you delete accounts
• If you need assistance with verifying which accounts are ok to delete, work with your Sage Consultant

Alternate solution

Consider deactivating the account instead of deleting it.

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