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[Dean Long]

We’re preparing to eliminate accounts and consolidate departments in the next facial year.  I was hoping someone could point me in the right direction on how to inactivate these accounts/departments (NAV 2016).

Thanks,

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Dean Long
Controller
Perdido Beach Resort

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[Ian Ray]

Accounts and dimension values can be “blocked” with the blocked field.

Accounts not used in the current fiscal year can be deleted. But, this will also delete the reference in related ledger entries, so you will end up with blank account values.

Entire dimensions can’t be deleted, ever; you are stuck with those.

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Ian Ray
Cypress Grove
Arcata CA
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[Bob Cole]

?The Merge Utility from Dynamics NAV Addons allows users to move all of the leger entries from one G/L Account, Customer, Vendor, or Dimension into another and delete the source account.

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Bob Cole
Managing Director
DynamicsNAVAddons
Longwood FL
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[Mark Keener]

Bob – don’t you also have some sort of “Dimension Manager” tool available?  Would that allow him to “merge” dimensions as well?  That way he could delete the unused ones after they were merged.

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Mark Keener
CV, LLC
Centerville OH
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[Bob Cole]

?Mark,

The Dimension Manager tool allows users to add, modify, or delete any Dimension value associated with any posted record(s).  So, yes, a user could use Dimension Manager to replace an unwanted value with a more desirable value but it would be for a defined list of records (Customer Ledger Entries, Vendor Ledger Entries, G/L Ledger Entries for example) but we’ve never configured it to globally change all entries for one dimension to another.  Which is not to say it couldn’t be done.  But that might not allow a user to delete a Dimension no longer associated with any entries.  Although since we’ve never done it, I haven’t tested it.

The Merge Utility would definitely allow a user to merge all records from one Dimension into another and delete the source Dimension.

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Bob Cole
Managing Director
DynamicsNAVAddons
Longwood FL
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[Val Gameiro]

?As far as I know, G/L accounts can’t be deleted while they have G/L entries under them. The NAVAddons tool makes sense, but I don’t think NAV will let you delete accounts otherwise.

What I’ve done presently and in past companies, is add a filter to te relevant Pages to leave out blocked items. Out of sight, out of mind. I do that for Items, G/L Accounts, Dimension values, etc.

I am proposing a re-implementation at my current company to leave out garbage data as much as possible.

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Val Gameiro
Senior NAV Analyst
BPL Plasma
Austin, Texas
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[Alistair Betts]

Hi,
We undertook a complete Chart of Accounts & Dimension revamp as part of our NAV2016 re-implementation (coming from NAV2009). 

We’re using the NAV multi-company Consolidation functions and Jet reporting. We’ve build cross-reference tables to map old-codes to new-codes so we can report historical data from our NAV2009 database against new data from NAV2016.

Not sure if you are going to this extend, but if you are, please reach out to me for more details.

Cheers,

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Alistair Betts
Senior Business Analyst
Gogo, LLC.
Chicago IL
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[Cynthia Priebe]

There are differences between versions, but the following is for NAV 2016 (from MSDN):
https://msdn.microsoft.com/en-us/library/hh168958(v=nav.90).aspx

Before a G/L account can be deleted, the following criteria must be met:

The balance on the account must be zero.

If there is a date in the Allow G/L Acc. Deletion Before field in the General Ledger Setup window, the account must not have ledger entries on or after that date.

If there is a check mark in the Check G/L Account Usage field in the General Ledger Setup window, then the account must not be used in any of the following setup tables:

Currency

Customer Posting Group

Vendor Posting Group

Job Posting Group

General Posting Setup

Bank Account Posting Group

VAT Posting Setup

FA Posting Group

Inventory Posting Setup

Service Contract Account Group

Gen. Journal Template

Gen. Journal Batch

Gen. Jnl. Allocation

FA Allocation

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Cynthia Priebe, MCTS, DCP
Senior Business Analyst and Project Manager
Liberty Grove Software
Oakbrook Terrace IL
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[Cynthia Priebe]

I should also add that if the accounts to be deleted are used in Comparative Statements, you will need to wait until they are no longer needed for this reporting. And it is also important to note, the GL Entries are not deleted. However, the GL Entries will NOT have GL Account No. in the record for the deleted accounts.

Deleting GL Accounts should be done with caution and all parties aware of the outcome. I have customers that have deleted accounts after no use over 5 years. Until then, they block the accounts and remove them from account schedules. It is good to see them on the Trial Balance in the event someone got around all the checks and balances and posted to the accounts in error.

Good luck!

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Cynthia Priebe, MCTS, DCP
Senior Business Analyst and Project Manager
Liberty Grove Software
Oakbrook Terrace IL
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