Issues with GLAccounts

1) It would be great if GP did not allow deletion of an account if there was 
a budget amount attached to it.  We are in the process of changing our Chart 
of Accounts and as a result a very large number of accounts have been made 
inactive.  When we closed our GL at year end, many of these accounts were 
automatically deleted (without notification to the user, which is another 
HUGE problem) even though there were budget dollars attached to them. 
2) GP should NOT delete inactive accounts during year end close without 
notification to the user - a report should be produced of all deleted 
accounts, or at a minimum a popup should require a yes or no answer before 
deleting.
3) GP should not delete accounts that are used as default accounts anywhere 
in the setup of modules, whether the account is inactive or not.  Causes big 
problems like, we were unable to run our payroll because one of the deduction 
paycodes had an inactive account set up in it as the default account.  So we 
had to scramble to figure out what had happened.
0
Utf
2/19/2010 5:49:02 PM
greatplains 29623 articles. 6 followers. Follow

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LMG,

I agree that it would be helpful to prevent deletion of accounts with 
budgets; I think that has been on the wish list for quite some time.

I am puzzled by the comment that GL accounts were 'automatically deleted' at 
year end. To my knowledge, the year-end close process does not automatically 
delete any accounts. I think there may have been some unfortunate 'mass 
modify' process executed by someone. I have done it myself by not sorting on 
the appropriate account segment.

The GL close posts the P&L to retained earnings, moves the YTD transactions 
to the history table and rolls forward the GL beginning balances. None of 
those things cause accounts to be deleted.

There is an option to 'Remove Unused Segment Numbers' on the Year-End 
Closing window, but this does not delete accounts. This option merely deletes 
records from the Segment Description Master table that are not used in an 
actual account in the Account Master. 

You make a good point on how messed up things can get if 'default' accounts 
are deleted. At least we know that if the account was ever used it can't be 
deleted. Your example does remind us all of the care that should be taken 
when setting up security. If we give someone the right to delete something, 
sooner or later they will.

The system will still let us make mistakes. It is a robust system and 
security is a very important component. Someone told me once that you can't 
program around process problems. It's a balance between the system protecting 
us from ourselves and giving us the ability to override its warnings.  
Looking on this newsgroup so many questions and answers involve SQL updates 
and things we aren't allowed to do from the user interface.

Like you, I'm never happy if something lets me mess up. But then I also want 
a utility that lets me override anything.

Kind regards,

Leslie
"LMG" wrote:

> 1) It would be great if GP did not allow deletion of an account if there was 
> a budget amount attached to it.  We are in the process of changing our Chart 
> of Accounts and as a result a very large number of accounts have been made 
> inactive.  When we closed our GL at year end, many of these accounts were 
> automatically deleted (without notification to the user, which is another 
> HUGE problem) even though there were budget dollars attached to them. 
> 2) GP should NOT delete inactive accounts during year end close without 
> notification to the user - a report should be produced of all deleted 
> accounts, or at a minimum a popup should require a yes or no answer before 
> deleting.
> 3) GP should not delete accounts that are used as default accounts anywhere 
> in the setup of modules, whether the account is inactive or not.  Causes big 
> problems like, we were unable to run our payroll because one of the deduction 
> paycodes had an inactive account set up in it as the default account.  So we 
> had to scramble to figure out what had happened.
0
Utf
2/19/2010 9:03:01 PM
We had this same issue - at year-end, GP also deletes any inactive accounts with zero balances.  We implemented GP 1/1/10 and created accounts for several products, which we used for the mass modify process.  I inactivated many that we figured we'd be using eventually, but we didn't want anyone to accidentally post to them yet.  To set up our opening balances, I did a December 2009 journal entry to run the year-end closing and update retained earnings.  Unfortunately, when I read the Year-end Preparations info in Help, I found out that all of those accounts I'd put out there for a rainy day would be blown away unless I went through and activated all of them before hitting the button to close the year.  Ugh - neither choice was good!  I agree with you LMG - they should give you the OPTION to delete the accounts - there are obviously reasons that people might not want to lose them!
0
gpgirl (1)
3/22/2010 12:17:12 AM
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