The Mass General Ledger Delete program provides the capability of deleting many GL accounts at one time. This program uses the GL selection criteria to determine which accounts are to be included in the deletion.
This program is forced to batch so that an audit trail of the criteria selected will be available if necessary.
G/L Year to Process
-
Enter the year the GL account deletions are to take place. The system displays the current year from the master profile as the default.
-
Accept default, if the year is correct.
Selection Criteria Code
Press use lookup for a list of valid criteria codes. This field is mandatory to determine the accounts to be included in the delete.
Preliminary/Final
-
Click Preliminary to run this process in preliminary mode. A report will be produced displaying the accounts that will be affected and the status of the account. The accounts will not be updated during a preliminary run.
-
Click Final to run this process in final mode. A report is produced displaying the accounts affected. The accounts will be updated as the status message beside each account indicates.
The report will display the GL selection criteria before it reports the individual account numbers and their status.
Hard Deleted - The account selected has no budget or journal entries for the year selected and will be completely removed from the file for the year specified.
Soft Deleted - The account selected has transactions in the journal entry or budget file and will be marked as deleted so it cannot be used again. Note: To reactivate an account that has been soft deleted, go into GL account deletions, bring up the account number and answer 'N' to delete.
Update Account in BPS
-
Enter 'Y' to delete the GL accounts selected in the Budget Planning System. Note: The accounts will be hard deleted if there is no detail transactions for the account for the year specified above. If a detailed transaction file exists, the account will be marked as deleted and cannot be used again.
-
Enter 'N' if the GL accounts selected are not to be updated with a deleted status.