Sage 100

v2015 STD - Deleting GL accounts at year end. Client has 6709 GL accounts, only about 4K have any transaction history. Many are set for deletion at year end processing but none of them are deleting. It was my understanding that they will not delete if there is any transaction history associated with them. Years to retain history is set for 20. Also tested in a test company for 10 years and the deleted accounts

I think we're missing part of your question....

What is required to get the unused accounts that are set to delete to Actually delete at Year End processing? None of the unused accounts are purging at YE.

So they still have transactions showing up in the 20 year time frame?

No, nothing purges, even those accounts that have zero transactions. I could understand the ones with transactions not purging. I did this last year for another client. They had 80K accounts, only used 8K. They did purge at year end. Very strange situation.

Trying to remember what I ran into with this. I think mine had a single line transaction out there with the rolled up amount but somehow I got the damn things to delete. I think I had to do an offset entry so the balance was zero in the oldest year out there, then change the number of years to 1 less, close the year, ya da ya da. Have you verified via a report of DFDM that there truly is no GL5 line out there, hiding somewhere?

Check for budget records.

I downloaded all 606K transactions into Excel along with the COA. I created a pivot table on the transactions, then did a Vlookup against the COA lines. Any COA item with a #N/A indicated the lack of transactions. Those accounts were marked as deleted in the account master and are the ones I expect to disappear during the YE close. NOT!!!!

How about just merging them into one account instead?

You're using the status of ""Deleted""?

@BobPfahnl - That is my normal modus operandi for dealing with accounts that have transactions that need to disappear. In this case, all I want to happen is to have accounts with NO transactions disappear. I have only done it once and that was with a client newly migrated from v3.71. @RobertWood - Yep, the big D.

@BobPfahnl - Instead of merging, I could use the GL utility to delete the accounts instead of merging them since there is no history. If there is no budget history, a call to support tomorrow to figure out what is going on will be the next step.

From tech support - looks like @BillPfahnl is the winner... It's looking for a status of ""d"" for deleted so it is pretty straight forward. Now it is using the business object so it is going through the validation which means that it isn't removing it if there is any history. GL_DailyPosting, GL_DetailPosting, GL_BudgetRevisionEntry, GL_PeriodBudgetDetail, GL_PeriodPostingHistory are the tables being checked. Hope this helps.