[BCB:5:Third-party support:ECB]

Options for removing accounts

• Delete accounts using the Copy Chart of Accounts feature
• Deactivate the General Ledger accounts instead
• Use Record Level Security to restrict access to the prefix (see detailed setup instructions in the User's guide)

Use Copy Chart of Accounts to delete accounts

• If you want to use Copy Chart of Accounts to delete a full account with a non-existent base account, set up the base account again. The General Ledger Copy Accounts Summary journal shows "Account xxx-xxxx-xxxxx could not be copied, Base not found" if you don't recreate the base account. Refer to Error: Base not found for steps on how to set up a base account in General Ledger.
• If the accounts have transactions, see details on how to move transactions, accounts and prefixes to a retired data folder.
• Have all users exit Sage in both company data folders (the source and destination) to perform these steps and avoid a "file in use" message.

Follow the steps below to remove General Ledger accounts from your live data folder and into an archive data folder.

1. Have all users exit Sage during this process.
2. Create a backup of the entire data folder. 
3. In General Ledger, from the Reports menu, select Lists and print the following reports:
   • GL Settings
   • Prefix A
   • Prefix B
   • Prefix C
   • Print more prefix reports depending on how many prefixes you use
4. Create a new folder for archived accounts and transactions, if one doesn't exist.
   1. From the File menu, select New Company.
   2. Type Archive and then your company name. For example, Archive Timberline Construction.
   3. Press the TAB key.
   4. Select the Use current setup check box. Don't clear the check box if it's already selected.
   5. Accept or change the Data folder path name and click OK.
5. Create the General Ledger master file in the new data folder.
   1. In General Ledger, from the 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 the live data folder to assist you.
   2. Click OK.
   3. Click Yes to the message, "Suspense account not found. Add suspense account?"
   4. Click OK to the message, "The prefix containing the fiscal settings is not set up."
      • Don't enter any prefix information (it copies this from the live data folder)
7. From the File menu, select Open Data Folder, select your live data folder, and then click OK.
8. In General Ledger, from the Setup menu, select Copy Chart of Accounts.
9. In the Copy Chart of Accounts - Destination File Selections window, in the Look in list, select your archive folder (created in step 3 above).
10. Click Open twice. Select Accounts and related records.
11. Verify that you select these check boxes:
    • Include custom fields
    • Include attachments
    • Delete records after copying
12. Click OK.
13. Click Ranges, select the accounts you want to delete, and then click OK.
14. Click Start. If you print to file, type a file name and click Save.
15. Review the journal and verify the deletion of the correct accounts.

How do I move or copy files using File Tools?

When is it ok to delete a General Ledger account?