Cleaning account lookups by removing accounts from lookups
A consequence of company growth is that the chart of accounts grows and the account lookups can get clogged up by the number of accounts in the system. While the General Ledger will stop showing an account in a lookup when the account is made inactive, other modules will continue to show these inactive codes.
However, Dynamics GP does contain a feature that can be used to remove inactive codes from lookups; this same feature can also be used to remove codes from lookups in series where the code should not be used, such as a sales code in the purchasing or inventory series.
How to do it...
Here we will see how to remove inactive accounts from lookups:
- Open Financial from the navigation pane on the left. In the main area page, under Cards, select Account.
- Enter, or do a lookup for, the account to be made inactive and removed from the lookups.
- Check the Inactive checkbox.
- Press and hold the Ctrl key and click on each of the lines in the Include in Lookup list.
- Click on Save to commit the changes.
Next time a lookup is done in any of the now deselected modules, the account will not be included in the list.
If the account is to be included in lookups in some modules but not in others, simply leave selected the modules in which the account should be included.
How it works...
Accounts will only be shown in lookups when the series is selected in the Include in Lookup list. For series other than General Ledger, simply marking an account inactive is not enough to remove it from the lookup although the code can't be used when the account is inactive.