Can't Delete Chart of Accounts

[swm]

I have tried endlessly to delete accounts in fund accounting that we will no longer be using. It continually says that the account has history and to check to see if the balance is zero. The balance is zero, but we did use these accounts for a while. We will never use them again. When we run the Check Register by Fund to see the balances of all of our accounts, the account that we no longer use continue to show up on this report and it's really getting old to continue to have all those old accounts listed with zero balances. We need a way to remove those from this system. It's a real waste of paper and time to have to continually mark those out once they have been printed. It's a real nuisance. Surely there is a way to totally remove those accounts.....contribution, expenses, etc. HELP.

[beas]

You will have to delete old data that is prior to the last date you posted to the account before you can delete it. At least that's the way it is in v11.5

[JohnDMeyers]

Here's another trick that I've had to use. Deleting Old Data is universal, and sometimes there are postings from the current year that you can't clear out using Delete Old Data.

What I do in that case is renumber the unwanted account to something like 01-8990-000 (for expense accounts) or 01-4980-000 (for income accounts), 990 (for Contribution Funds) and leave it at the bottom of the pile until it ages enough that I can use Delete Old Data to get rid of it. By renumbering the account, the old account number is freed up for use.

[swm]

That's a scary thing to go in and delete old data as I have no idea what that really means. The first box that comes up you have to say YES, but then I have no clue what the options are after that. I have MANY funds and many account listings within those funds. Some of those listings in some of these funds need deleted..........they have zero balances, but they have history.........we will never use them again........i want to get them deleted because they keep coming up on my reports and i don't want them showing up on my reports..........they just take up space because these people have been gone from the ministry for years. So if i just have SPECIFIC sub-accounts within a fund that I want to get rid of.........how would I go about that in the delete old data..........specifically...........?????

[tborgal]

I don't believe you can delete old data from specific accounts or funds. I believe it is all or nothing within the specified date range. If you do as John suggests and change the account and/or fund numbers to something above all the ones you are using you can exclude them from you reports by selecting a range that does not include the higher numbered ones. Another thing you could consider is to create a folder within your PC directory and call it PCarchive or something like that and copy your entire PCPlus data and program files into it for future use if needed. Then you can do the Delete Old Data procedure up to the date when the Accounts/Funds you are no longer in need of were not used. I personally have never Deleted Old Data. I make a backup using the procedure described above and if I have an account or fund I no longer want in my reports I change the number to one that is above the ones that I need to be using as John suggests.

[swm]

Hmmm. Well, I suppose I'll have to try one of these options. Appreciate your help.

I would hope that PC would make it possible to delete old accounts separately in the near future. That would be the ultimate.

[Zaina]

One option could be to make sure you don't have the 'include zero activity accounts' and 'include zero balance accounts' isn't checked on the report criteria screen. And you can go into the chart of accounts under Fund Accounting (in version 11+ it will be under Setup in the Fund Accounting menu at the top of the screen). Once in there, locate your account. Click on the details button in the fund number row and remove the check in the active box at the top of that second screen. These two steps will greatly reduce the number of accounts appearing on reports.

[swm]

I will check into this.

Is there a way to NOT print out accounts that have zero balances on the check register report that shows the balances of all our funds?

[swm]

It does not give me an option to NOT include zero balances in the Check Register by Fund (cash flow) report.

[NeilZ]

It does not give me an option to NOT include zero balances in the Check Register by Fund (cash flow) report.

Um .. the Check Register by fund report is usually just against the Checking account (xx-1110-) ... are you trying NOT to include an Accounting Fund ??

[tborgal]

Again. If you don't want a fund to be displayed in this report change the fund number to a higher number and you then can exclude it from the report by restricting the account numbers that you want to be displayed.