Delete GL ID

It is only possible to delete a GL ID that has no transactions inside it.   NB Please check all accounts including Header and Totalling accounts to ensure there are no transactions inside them.  See Totalling Accounts below.

If this is the case, go to Admin / Deleting / Delete GL ID and select the relevant code.

A prompt will appear so the GL Code can be confirmed before deletion

If the prompt for reason for deleting is ticked on the system, enter the full and correct reason for the deletion and your initials.

GL ID With Transactions

If the General Ledger ID has transactions and you no longer wish to have them showing on your Financial Chart. You cannot make GL ID's inactive.

Rename a GL ID to No Longer Required or something similar.  Merge all transactions from the Profit & Loss section of the chart into this account.  This will leave one GL ID with all transactions inside and allow the rest to be deleted.

In the case of Asset or Liability accounts, these should not usually need to be merged until their balance is zero.  Rename as above and merge to the correct Transaction Account either Asset or Liability. 

So the chart may end up with three No Longer Required ID's.

Totalling Accounts

There is a situation where totalling GL accounts will have a transaction against them and can’t be deleted or saved.

You can see that there is a transaction against the GL account by changing it temporarily to a transaction account; then viewing the transaction in the enquiry screen.

Save and open the Enquiry screen.

The transaction that you see against the account will be clearly identifiable:

• It occurs when the financial year is rolled over
• The transaction has a zero audit
• The transaction  field says  “**Year Close Balance Journal**"

These totalling GL accounts should never be merged into other accounts.

You will need to contact the Support Team, and the transaction(s) can be removed from the Financial Transactions table, so you will be able to delete the GL-ID.

Note for Support:

This code will identify the accounts in FINTRANS

                select * from fintrans where fintrans.audit = 0 and fintrans.id in ( select id from finchart where functype = "To" )

                This code will delete those records

                                delete from fintrans where fintrans.audit = 0 and fintrans.id in ( select id from finchart where functype = "To" )