Maintaining Accounts

Maintaining Accounts in Cashbook Platinum.

Keeping Cashbook Platinum tidy and up to date will allow for more accurate data and fewer opportunities for errors.

Deleting an Item in the Chart of Accounts

  • Click the Chart toolbar icon
  • Click on the account to delete
  • Click Delete
  • A prompt will appear advising that a check will be done to see if the account is in use, as it is not possible to delete an account that is in use. Choose either a detailed or a summary usage report. Normally the user would choose 'Summary' first, and if the account is in use then choose "Detailed'. If the account is in use, all references will need to be removed before it can be deleted. The 'Detailed' usage will show where it has been used
  • If the account is not in use, click Yes to confirm the deletion


If an account has transactions allocated to it or sub-accounts attached to it, it won't be possible to delete the account

Other Options:

Many times various accounts are created to account for the same type of item or expense e.g. transaction fees and bank fees.  There are two other options to remove accounts from the Chart of Accounts toremove clutter:

  1. Merge an account with another account

  2. Make an account inactive
Only two accounts can be merged at a time.  Both accounts have to have the same account type, eg. Operating Expense

Option 1: Merge an Unwanted Account with an Account to Keep

  • Click the Chart toolbar icon
  • Click the unwanted account to merge into another existing account. For Example, to merge the unwanted account - Transaction Fees into an existing account - Bank Fees. 'Transaction Fees' account will become 'Bank Fees'
  • Click Edit
iv. Change the account code to match the account item that is being kept
v. Click OK
vi. Click Yes to confirm message: 'Account code 107 is already in use. Do you want to merge account 108 into account 107?' 

Option 2: Making an Account Inactive

To make an account inactive:
  • Click the Chart toolbar icon
  • Click the account to make Inactive
  • Click Edit
  • Tick the Account is inactive check box
  • Click OK
 

Article ID CBP1297