The Goal: De-activate (inactivate) an account in your Chart of Accounts so it is no longer available for assignment to goods/services, while preserving all historical financial data tied to that account.
Before You Begin:
- You need staff permission to access and edit Billing settings.
- Know which account you want to de-activate. De-activating (rather than deleting) keeps all historical financial data associated with the account intact in the database.
Step-by-Step Instructions
When you no longer wish to use an account, best practice is to de-activate the account. By de-activating you ensure that all historical financial data associated to this account is maintained in the database. By de-activating, the account is no longer visible when assigning accounts to goods/services.
- Go to Finance, Billing section, click Settings.
- Click Chart of Accounts. A list of the accounts currently configured in your system will be displayed.
- Click on the link for the account you wish to de-activate.
- Clear the Is Active check-box.
- Click Done.
Common Pitfalls
- Deleting instead of de-activating: Avoid deleting an account you no longer use. De-activating preserves all historical financial data tied to the account, while still hiding it from the list of accounts available to assign to goods/services.