Maintain the chart of accounts

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To maintain the chart of accounts, you might need to perform the following tasks:

  • Add or modify existing accounts

  • Delete accounts

  • Consult the Where-Used List

Add or modify G/L accounts

Typically, you can add new G/L accounts or modify existing ones from the G/L account card. However, you can also add or modify accounts from the Chart of Accounts list by following these steps:

  1. Select the search for page icon in the top-right corner of the page, enter chart of accounts, and then select the related link.

  2. Select Manage and then select Edit List.

  3. You can now perform one of the following tasks:

    • Create a new G/L account - Select New and enter the fields as required.

    • Modify an existing account - Locate the account that you want to modify and make the required modifications.

Delete a G/L account

If you want to delete a G/L account, you must consider the following rules:

  • The account that you want to delete must have a balance that is equal to zero (0).

    Screenshot of the G/L account balance error.

  • The account that you want to delete cannot have ledger entries in a fiscal year that has not been closed yet.

    Screenshot of the G/L account entries error.

Furthermore, you can set up two more conditions to prevent users from deleting G/L accounts. To do so, select the search for page icon in the top-right corner of the page, enter general ledger setup, and then select the related link.

On the General Ledger Setup card, expand the General FastTab and select Show more to display all fields. To add conditions to prevent the deletion of G/L accounts, consider the following fields:

  • Check G/L Account Usage - Specifies that you want the program to protect G/L accounts that are used in setup tables from being deleted. For example, if this field is enabled, you cannot delete accounts that are used in posting group setup tables, even if nothing is posted to the account.

  • Allow G/L Acc. Deletion Before - Specifies if and when general ledger accounts can be deleted. If you enter a date, G/L accounts with entries on or after this date cannot be deleted.

Consult the Where-Used List

You can use the Where-Used List to verify in which setup tables that a specific G/L account is used. This approach could be useful if you want to modify the setup or if you want to delete a G/L account.

To access the Where-Used List, follow these steps:

  1. Select the search for page icon in the top-right corner of the page, enter chart of accounts, and then select the related link.

  2. Select a G/L account, for example 404100 (Income, Services).

  3. On the action menu, select Navigate > Account > Where-Used List.

    Screenshot of the Where-Used List window.