Cleaning account lookups by removing accounts from lookups

A consequence of company growth is that the chart of accounts grows and account lookups can get clogged up by the number of accounts on 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 which can be used to remove inactive account from lookups; this same feature can also be used to remove accounts from lookups in series where the account should not be used, such as a sales account in the purchasing or inventory series.

How to do it…

Here we will see how to remove inactive accounts from lookups.

1. Open Financial from the Navigation pane on the left. In the main area page, under Cards, select Account.
2. Enter, or do a lookup for, the account to be made inactive and removed from the lookups:
   
3. Check the Inactive checkbox.
4. Press and hold the Ctrl key and click on each of the lines in the Include in Lookup list.
5. Click 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 others, simply leave selected the modules in which the account should be included:

How it works…

Accounts will only show in lookups when the series is selected in the Include in Lookup list. For series other than General Ledger, simply marking an account as Inactive is not enough to remove it from the lookup although the code can't be used when the account is inactive.