[Tracy Yaklyvich, MBA]

Good morning.  Is there a way to inactivate an account segment in GP?  Thanks, Tracy

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Tracy Yaklyvich, MBA
Controller
American Society of Health-System Pharmacists
Bethesda MD
tyaklyvich@ashp.org
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[Leah Nolan]

Beyond tagging a segment description with DO NOT USE, I have not encountered an inactivate feature (GP 2010 thru 2018).

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Leah Nolan
Great Plains Administrator
XO Group, Inc
Austin TX
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[Lou Spevack]

It’s true that you cannot mark a segment code as inactive.  However, there are ways to take a segment code out of service.  If there are active posting accounts with a balance that use the segment code you are retiring, you must clear their balances to zero.

In SmartList >> Financial >> Accounts, search on the account segment and code you want to make inactive.  Filter for active accounts.  Use a clearing entry to move balances in those accounts to the clearing account(s).  Once the active accounts have a zero balance, make them inactive.

There are several ways you can do that. 

• Click on each account in your SmartList solution set to zoom to the Account Maintenance window where you can make each account inactive.
• If the segment code you are retiring is in Segment_1, you can use Cards >> Financial >> Mass Modify.  Select Inactivate, Zero Balance Accounts, and select your range.  Then click Modify.  Make a backup first and try it in a test company if you are not sure about this approach.
• Use your SmartList result set to create an update list that you can integrate using tools like Integration Manager or SmartConnect, setting the listed accounts to inactive.

Once all the accounts are inactive, use Leah’s suggestion to re-label the segment code as ‘DO NOT USE’.  You can set an alert using SmartList Reminders or Business Alerts to catch any inadvertent use of that segment code in the future.

‘Hope this helps.

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Lou Spevack
Systems Accountant | Dynamics Credentialed Professional
American Council on Education
Washington DC
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[Jim Gibbs]

There isn’t a way to do that within the software interface or any other tool to my knowledge. You can expand the account format assuming you have enough segments free but cannot shrink an account format.

However, the good thing is that accounts are kept in a handful of tables and the accounts within the subledger and GL are referenced through an index to these tables. The account format can be modified but has to be done in SQL. Obviously while doing this no users should be in the system and backups before and after the procedure are a most.

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Jim Gibbs
Manager, Business Systems IT
J-Power USA
Schaumburg IL
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[Bruce Strom]

You can change the account numbers if you wish, internally Great Plains uses an account index number in most tables, except for the report writer report options tables, but that is alot of work and inconvenience.

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Bruce Strom
Programmer Analyst
Associated Grocers of Florida / Supervalu
Sunrise FL
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[Lou Spevack]

If you were referring to dropping a segment from your account format so that it is not available to populate, the only way to safely do that is using an ISV product from Corporate Renaissance Group called Re-Formatter.  I’ve used it several times with good results.

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Lou Spevack
Systems Accountant | Dynamics Credentialed Professional
American Council on Education
Washington DC
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[Jo deRuiter]

Good Morning @Tracy Yaklyvich

It’s true that you can’t “inactivate” one of the segments, but you CAN stop using it.  You would then tell GP using a combination of the  “Account Format” window and PSTL to “move” the balances from the old accounts into a newly numbered format that you would want to use.  

It sounds like what you are trying to do is to re-format your Chart of Accounts in Dynamics GP which can be done with GP out of the box using the steps in this Blog Post (I have used it several times with various clients to re-number and re-format their Charts of Accounts and it works well):

Is it Possible to Change the Account Format for the Chart of Accounts in GP?

Dynamics		remove preview
Is it Possible to Change the Account Format for the Chart of Accounts in GP? Yes, it is possible to change the Account Format for the Chart of Accounts in Microsoft Dynamics GP as long as: 1. The changes fall within the Account Framework for the company in question. 2. The format changes are made to all accounts. The free Account Modifier PSTL Tool can be used to accomplish this. View this on Dynamics >

  ?

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Kindest Regards,
Jo deRuiter , MCP, DCP
“That GP Red Head”
AISLING DYNAMICS CONSULTING, LLC
Advanced Credentialed Professional-Dynamics GP
GPUG Academy Instructor
Co-Chair: GPUG GP Credentialing Exam Council
Chairman, GPUG Partner Advisory Board
Principal Financial Systems Consultant
Milwaukee, WI
770-906-4504 (Cell)
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