Activating / inactivating operative chart of accounts
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This page allows you to activate an inactive chart of accounts or an inactive account code. Tell me more.
Select the “Activate / Inactivate Operative Chart of Accounts” link under the “Accounting Setup” business component.
The “Activate / Inactivate Operative Chart of Accounts” page appears.
Enter the following fields to retrieve the chart of accounts that you want to activate or inactivate:
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Chart of Accounts ID |
Use the drop-down list box to select the code identifying the chart of accounts ID that you want to activate or inactivate. All the chart of accounts ID that have been defined in the login company and that have been copied to the login company will be available for selection in the ascending order. |
The system displays the following:
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Description |
The textual description of the chart of accounts ID. |
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Zoom facility available |
Enter the following field:
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Effective From Date |
The date from which the chart of account or the account code must be activated or inactivated (Date Format). The system date is displayed by default. |
The system displays the following:
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Status |
The status of the chart of accounts. It could be “Active” or “Inactive”. |
If you want to activate / inactivate only a few account codes,
you can retrieve the account codes using the search criteria for the selected
“Chart of Accounts ID”.
Enter the following fields in the “Search Criteria” group box to search for the account codes that you want to activate or inactivate. Data entry in the following fields is optional.
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Account Code From |
The starting account code in the range of codes identifying the accounts that you want to retrieve (Alphanumeric, 32). The system will retrieve account codes similar to the value entered in this field based on the selected chart of accounts ID. |
Note: The code entered in this field must be before the code entered in the “Account Code To” field.
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To |
The ending account code in the range of codes identifying the accounts that you want to retrieve (Alphanumeric, 32). The system will retrieve account codes similar to the value entered in this field based on the selected chart of accounts ID. |
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Currency |
Use the drop-down list box to select the code identifying the currency in which the postings will be made in the account. All the currencies that have been assigned to the company will be available for selection in the ascending order. The system displays the base currency of the company by default at the launch of the page. |
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Account Description |
The textual description of the account (Alphanumeric, 60). You can enter the description in full or specify it partially using the “*” character. The system retrieves all the account codes that have descriptions similar to the value entered here. |
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Account Group |
Use the drop-down list box to select the group to which the account that you want to retrieve belongs. You can select from “Assets”, “Liability”, “Capital”, “Revenue” or “Expenses”. The system displays “Blank” by default at the launch of the page. |
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Control Account Type |
Use the drop-down list box to select the type of control account to which the account that you want to retrieve belongs. You can select from “Supplier Payable”, “Supplier Prepayment”, “Supplier Deposit”, “Customer Receivable”, “Customer Prepayment”, “Customer Deposit”, “Bank Cash PTT”, “Input VAT”, “Output VAT”, “Asset Account”, “Depreciation Account”, “Revalued Depreciation Account”, “Cumulative Depreciation Account”, “Revalued Cumulative Depreciation Account”, “Revaluation Reserve Account”, “Loss on Revaluation Account”, “Gain on Revaluation Account”, “Capital WIP” or “Revaluation Asset”. The system displays “Blank” by default at the launch of the page. |
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Automatic Posting Account Type |
Use the drop-down list box to select the type of automatic posting account to which the operative account that you want to retrieve belongs. You can select from “Cost of Goods Sold Suspense Account”, "Consignment Stock in Transit Account", “Fixed Asset Suspense Account”, “Freight Control Account”, “Gain on Sale of Asset Account”, “Inter Customer Transfer Account”, “Inter Supplier Transfer Account”, “Item Variance Account”, “Loss on Sale of Asset Account”, “Purchase Stock in Transit Account”, “Purchase Suspense Account”, “Residual Write Off Account”, “Retained Earnings Account”, “Rounding Off Account”, “Sales Stock in Transit Account”, “Scrap Account”, “Stock Suspense Account”, "Stock Transfer SIT Account", “Supplier Suspense Account”, “Trading Stock Account”, or “WIP Adjustment Account”. The system displays blank by default at the launch of the page. |
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Layout Heading |
Use the drop-down list box to select the layout heading to which the account that you want to retrieve is mapped. These layout headings lead to form the various financial statements for the company. The system displays “Blank” by default at the launch of the page. |
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Account Classification |
Use the drop-down list box to select the category to which the account that you want to retrieve belongs. You can select from “Balance Sheet”, “Income Statement” or “Retained Earnings”. The system displays “Blank” by default at the launch of the page. |
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Consolidation Account Code |
The code identifying the account into which the consolidation of the accounts that you want to retrieve takes place (Alphanumeric, 32). |
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Status |
Use the drop-down list box to select the status of the account code from “Active” or “Inactive”. |
Click the “Search” pushbutton to retrieve the search results.
The system displays the following in the “Search Results” multiline based on the search criteria entered:
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Account Code |
The code identifying the account. |
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Description |
The textual description of the account code. |
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Currency |
The code identifying the currency in which the postings will be made in the account. |
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Account Group |
The group to which the account belongs. It could be “Assets”, “Liability”, “Capital”, “Revenue” or “Expenses”. |
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Account Classification |
The category in which the account is classified. It could be “Balance Sheet”, “Income Statement” or “Retained Earnings”. |
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Control Account Type |
The type of control account to which the account belongs. |
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Automatic Posting Account Type |
The type of automatic posting account to which the account belongs. |
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Effective Period From |
The starting date of the period during which the account can be used. |
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Effective Period To |
The ending date of the period during which the account can be used. |
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Consolidation Account Code |
The code identifying the account into which the consolidation of the accounts take place. |
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Layout Heading |
The layout heading to which the account has been mapped to. |
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Status |
The status of the account code. It could be “Active” or “Inactive”. |
Note: At least one row of the multiline must be marked for activation or inactivation.
Check the box in the “Select” column of the multiline to mark an account code for activation or inactivation.
Note: You can activate an account code that is in the “Inactive” status if the corresponding chart of accounts ID is in the “Active” status.
Click the “Activate Account Code” pushbutton to activate the selected account codes.
The status of the account code is updated as “Active”.
Note: You can inactivate an account code that is in the “Active” status if it has not been attached to any finance book.
Click the “Inactivate Account Code” pushbutton to inactivate the selected account codes.
The status of the account code is updated as “Inactive”.
Note: You can activate a chart of account that is in the “Inactive” status.
Click the “Activate Chart of Account” pushbutton to activate the selected chart of account ID.
The status of the chart of account and all the account codes in that structure is updated as “Active”.
Note: You can inactivate a chart of account that is in the “Active” status if it has not been attached to any company.
Click the “Inactivate Chart of Account” pushbutton to inactivate the selected chart of account ID.
The status of the chart of account and all the account codes in that structure is updated as “Inactive”.
To proceed, carry out the following
Select the "Attach Notes" link at the bottom of the page to record your observations.
You can activate a chart of accounts that is in the “Inactive” status.
Set the “Chart of Accounts ID” field to the ID that you want to activate.
Enter the date from which the chart of accounts must be active in the “Effective from Date” field.
Click the “Activate Chart of Account” pushbutton.
The system updates the status of the chart of accounts as “Active”. This “Active” chart of accounts can be used again.
You can inactivate a chart of accounts if it has not been attached to a company. The chart of accounts must be in an “Active” status.
Set the “Chart of Accounts ID” field to the ID that you want to inactivate.
Enter the date from which the chart of accounts must be active in the “Effective from Date” field.
Click the “Inactivate Chart of Account” pushbutton.
The system updates the status of the chart of accounts and all the account codes in the structure to “Inactive” status. This “Inactive” chart of accounts cannot be used unless it is activated again.
You can activate an account code that is in the “Inactive” status. An “Inactive” account code can be activated if the corresponding chart of accounts is in the “Active” status. You can search and select the account code that you want to activate.
Set the “Status” field to “Inactive” to retrieve the inactive account code
Enter the date from which the account code must be active in the “Effective from Date” field.
Mark the account code(s) that you want to activate.
Click the “Activate Account Code” pushbutton to activate the selected account code.
The system updates the status of the account code as “Active”.
You can inactivate an account code that is in the “Active” status. You inactivate an account code if it has not been attached to any finance book. You can search and select the account code that you want to inactivate.
Set the “Status” field to “Active” to retrieve the active account codes.
Enter the date from which the account code must be inactive in the “Effective from Date” field.
Mark the account code(s) that you want to inactivate.
Click the “Inactivate Account #” pushbutton to inactivate the selected account codes.
The system updates the status of the account codes as “Inactive”.