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

The general rule of thumb for deleting accounts is that there is no activity or balances on the GL Account record (GL Setup, Accounts, Balances tabs and Activity tabs) and you will not need to do any reporting or retrieve information prior to the periods and years available on these tabs. If there is activity and/or balances on an account that is deleted, then the Ledger and financial statements will appear out of balance for those periods that had amounts. Note: If you maintain both Accrual and Cash accounting methods, be sure to review the balances and activity tabs for both methods.

Other considerations:

• If there is older activity on an account that is deleted but the transactions still exist, when you attempt to retrieve information on that account, you will be missing the account name/description. If that information is important to verify what the transactions were for, you should reconsider deleting the account.
• If you plan to re-use the account number of a deleted account, when transactions exist for that account and that account number gets re-used it will appear as if those transactions always belonged to the "new" account.
• Always take into consideration any auditing periods or cases of litigation where you may need to provide documentation further back than 2 years.

IMPORTANT:

• For all cases and scenarios, always create a full backup of the database (to be kept and used for reporting purposes) before accounts are deleted.
• If you need assistance with verifying which accounts are ok to delete, please work with your Sage 300 Construction and Real Estate Consultant.

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