You can set your nominal accounts to be inactive if you don't want to delete them but you don't want to see them in drop-down list or in any Show More screens.
Note: To set a nominal account to be inactive, you must do this in 2 different places which are listed below when you use Advanced Nominal Ledger. The same rule applies for editing a nominal account.
There are certain rules that apply to when setting a nominal account to be inactive.
Inactive record checks:
A nominal account cannot be set as inactive if it has been used:
by another account or as a Year End Update account;
in batched transactions;
on an active sales or purchase analysis record;
on a price record;
as part of the Nominal Profiler;
as a non-recoverable account on a VAT rate record;
in a recurring journal where the maximum number of postings has not yet been reached.
If any of the above criteria is not met, you will receive a validation message stating why the nominal accounts cannot be made inactive.
Set a nominal to be inactive when using Advanced Nominal Ledger
You have to set the category inactive in 2 places for the change to take place. If you only do it in one of them, the record will remain active.
Click Financials then Chart of Accounts.
Note: The Chart of Accounts screen opens in View Mode.Click on the expand arrow on the All column to expand the structure and continue expanding until you get to the Detail Category.
In the Account Code or Account Name, click on the underlined text to get to the view mode of the nominal account you wish to set inactive.
Click on the Settings tab and select the Inactive checkbox, then click Save.
Still within the Financials module, click on Settings then click Categories.
Select the category that is your Detail Category and click on the Edit button.
Select the checkbox against the record you want to make inactive.
Click Save.
Set a nominal to be inactive when using Standard Chart of Accounts
Click Financials then click Accounts.
Note: All nominal account records are displayed. You can narrow down you search using advanced filters. You can also search on the columns directly by pointing the mouse to the name of the column and click on the icon and choose from the available filter list, then click OK.Click on the Nominal Code or Nominal Account Name column click the hyperlink, the underlined text.
Click on the Edit button at the bottom of the screen to set the record into edit mode, then click on the Settings tab and select the Inactive checkbox, then click Save.
Note: If you can see the Close button instead of the Edit button, it means that you don't have access to edit nominal account records.