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If deleting a record (like a card, stock item or account) isn't an option, you can make the record inactive. This is handy if you have records that you rarely use—for example, a card you created for a one-off sale.
Inactivating records removes them from selection lists. Your list of records will be shorter and, consequently, selecting the record you need will be easier. You can still use an inactive record in transactions by manually entering the record name.
Card, item and account reports have a filtering option (when choosing what to show in the report) to include inactive records in your reports.
Display the list to which the record belongs. For example, if you are making changes to an account, display the Accounts List window; if you are changing an item, display the Items List window, and so on.
Locate the record you want to inactivate (or reactivate) and click the zoom arrow ( ) next to it. The record’s details appear.
If you are inactivating or reactivating a card, account, activity or item, click the Profile tab.
If you have lots of records to make inactive (or reactivate), doing it one at a time might take a while. A quicker method is to export the records, update the file in Excel, then import it back into AccountRight.
Go to the File menu and choose Import/Export Assistant.
Choose Export Data and click Next.
Choose what you want to export, such as Cards, Items, Accounts or Activities then click Next.
Leave the Format options at their default values and click Next.
Choose the fields to export (click the field then click Add):
export these fields
Card ID Co./Last Name First Name Card Status
Item Number Item Name Inactive Item
Account Number Account Name Inactive Account
Activity ID Activity Name Inactive Activity
Open the export file in Excel. To be able to find your export file, select All Files (*.*) when opening the file.
When the Text Import Wizard appears, click Finish. The file opens in Excel and shows your item or card fields as separate columns. The Card Status or Inactive Item column displays N for active records or Y for inactive records.
Set the Card Status or Inactive Item field to N (active) or Y (inactive) for each record as required.
Save the modified file as a Text (Tab delimited) (*.txt) file.