Sage 100

I've about 700 GL accounts (no activity for any year) that need to be deleted. I thought I'd be able to import the list with VI but I don't see the table for deletes, only for GL changes. Did I miss something? (Sage 100 v 4.50).

I think that is one of the features we lost with the 4.x upgrade on GL. It has been a while since I tried, but I remember NOT being able to after the improvement.

@MoiraGoggin in GL under utilities is where you delete accounts. With 700 to delete, you may want to create a VI job to populate the table. You will need to use the 'GL_ChangeAccounts' Table. However, I will warn you that we have had problems in the past with the 'Change Accounts' utility when working with large groups of accounts that we imported via VI. As with any mass update process, make sure you work with a backup copy, double check your results in summary and in detail, and then get the client to review and approve before finalizing the process. Happy hunting!

I thought the ability to access the table with VI was diminshed in 4.x. It may be back. In 3.7 populating it was a snap.

Thanks @ShawnSlavin - I do see the change table (Gl_changeaccounts) but there isn't a way in this to indicte the account change of ""delete"". See the attached, please.

We had no problem populating the table. We were expanding a clients COA structure from 3 segments to 7. Once the accounts were expanded, we needed to change their entire COA from one account to another. In some cases, we also combined accounts. The process would often fail part way through or not update every account. We worked long and hard to isolate all the problems before we went but it was like trying to win at 'Whack-a Mole' ! Regardless, we got the thing done but working with smaller batches of accounts at a time.

@MoiraGoggin - OK, I have to now admit an error within the public forum. The Delete Accounts function DOES NOT appear to use the Change Accounts table (I swear I remember us using it for that!). However, I have two alternative options. 1) Run the change function for all accounts you want to delete and merge them into one or two accounts (you probably can't merge a BS account into an IS account and vice versa). Then delete the remaining 2 accounts using the Delete Accounts function. 2) Create a UDF on the GL_Account table to flag which accounts you want to delete. Next, run a VI job to set the flag in the UDF for those accounts you want to delete. Now run the Delete Accounts utility using the UDF flag to select the accounts to be deleted. Your final step would be to remove the UDF from the GL_Accounts table. I'm sorry for the false start. I hope the correction sets your feet on a better path.

I would actually suggest an alternate approach. The ""Delete Accounts"" function is a utility, not a data file that can store what accounts you want to delete. What I have done, is mark the specific accounts you want deleted as ""D"" in the GL_Account table. Then you run year-end processing and it will purge out accounts without activity. I did have one customer who had a 43-page COA and wasn't sure which accounts had activity. So we used VI to mark ALL accounts as deleted, then ran year-end, and of course it didn't purge out the ones that had activity. So after it purged out what it did, then we set the remaining accounts back to status ""A"" (active).

@ShawnSlavin no worries, I like your idea, but @DawnAnastasi is a bit faster since I can ignore account types. So, I'll import an update to the status for the accounts that I want to delete and then run year end processing. I suppose Dawn that I can just open last year from setup and then re-close it to delete the accounts. Is that what you did?

Yes that's what I did.

Excellent Dawn, thanks.