Before you can delete a GL account, you must remove all relationships. Four types of relationships can link general ledger accounts to other aACE records:
- GL account used as Setup Account
- GL account linked to tax profiles
- GL account linked to line item codes
- GL account linked to general ledger records
Removing each of these relationships is described below.
1. Setup Accounts
The Setup Accounts are used as defaults for specific accounting transactions. They are used in the aACE Accounting Setup screen. To view these settings, navigate to Menu > Accounting > Preferences > Chart of Accounts:
You can remove a reference to a GL account for any of these settings by deleting the account number from the field.
Warning: Once you remove a GL account reference, related transactions may fail until you re-populate the reference field value.
2. Tax Profiles
GL accounts are related to tax profiles in the Tax Profiles module. To work with these settings, navigate to Menu > Accounting > Tax Profiles:
You can remove a tax profile by using the Action menu to either deactivate or delete the profile. If the tax accounts are still applicable, we recommend leaving them in aACE and just unlinking the GL account from the tax profile: click on the Tax Profile Name and review the linked GL accounts. Remove a current GL account by clicking Edit and deleting the account number from the field:
Note: You must enter another GL account in order to save the tax profile.
3. Line Item Codes
A GL account relationship is required for each line item code (LIC). To work with these settings, navigate to Menu > Inventory > Line Item Codes:
When you need to delete GL accounts, you can prevent conflicts by reassigning LICs to a holding account. You may need to create a new GL account for this purpose. We recommend assigning the line item codes to a general ledger account that you plan to keep in aACE.
aACE helps streamline this reassigning process by allowing you to reassign the GL accounts for multiple LICs at one time. Use the Quick Search bar to locate the desired LICs, then click the Admin Actions icon () and select the desired update:
- Update Revenue Acct for Line Item Codes in List
- Update Cost Acct for Line Item Codes in List
- Update Inventory Acct for Line Item Codes in List
4. General Ledger Records
You can reassign general ledger transactions to a holding account.
Warning: Be careful not to end up with general ledger data that you cannot accurately reassign later. You may need to create a new GL account for reassigning these records.