Deactivate or disable General Ledger accounts

Feature added in version 25.1

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

Make an individual account inactive

1. Turn on the Audit Setup Activity tool.
2. Go to General Ledger, Setup, Accounts.
3. Select the account and press ENTER twice.
4. Mark the Inactive checkbox.
5. Click Save.
6. Repeat steps 3-5 for other accounts.
7. Click Close.
8. Turn off the Audit Setup Activity tool.

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

Edit the account name

You can add "Do Not Use" to the description of unused accounts (Setup, Accounts). Don't delete old accounts. If you delete old accounts with a transaction history, historical reports can print incorrectly or appear out of balance.

See more information about archiving General Ledger accounts.

Change to a Control Account

You can make the account (Setup, Accounts) a Control Account to stop entries from posting to your General Ledger. If you use full Control Accounting, select the Type of Control Account and specify which applications can use the account. See more information about Control Accounts.

When is it ok to delete a General Ledger account?