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  • Inactivating or reactivating a record


 

 

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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.

 

To inactivate (or reactivate) a record

To inactivate (or reactivate) a record

  1. 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.
  2. Locate the record you want to inactivate (or reactivate) and click the zoom arrow (   ) next to it. The record’s details appear.
  3. If you are inactivating or reactivating a card, account, activity or item, click the Profile tab.
  4. Select (or deselect) the Inactive [...] option.
To inactivate (or reactivate) bulk records

To inactivate (or reactivate) bulk records

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.

Here's the basics of doing this. To learn more see Importing and exporting data.

  1. Go to the File menu and choose Import/Export Assistant.
  2. Choose Export Data and click Next.
  3. Choose what you want to export, such as Cards, Items, Accounts or Activities then click Next.
  4. Leave the Format options at their default values and click Next.
  5. Choose the fields to export (click the field then click Add):

    If exportingexport these fields
    CardsCard ID
    Co./Last Name
    First Name
    Card Status
    ItemsItem Number
    Item Name
    Inactive Item
    AccountsAccount Number
    Account Name
    Inactive Account
    ActivitiesActivity ID
    Activity Name
    Inactive Activity
  6. Click Export.
  7. Open the export file in Excel. To be able to find your export file, select All Files (*.*) when opening the file.
  8. 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.
  9. Set the Card Status or Inactive Item field to N (active) or Y (inactive) for each record as required.
  10. Save the modified file as a Text (Tab delimited) (*.txt) file.
  11. Import the file back into AccountRight. Before doing this, create a backup (in case the import doesn't work as expected, you'll be able to restore the backup).
    When performing the import:
    • At the Format step, change the last option to Update existing data.
    • At the Match Fields step, click Auto Match.
    • Before importing, click Back up to back up your company file (in case you want to undo your imported changes).

After importing, your chosen records will have updated.