PS Cashbook

Deleting or Merging Chart of Account item


How do I delete (or merge) an item in the Chart of Accounts?

Detailed Description

Deleting a Chart of Accounts item

To delete an account:

  • Click on the Chart toolbar icon.
  • Click on the account you wsh to delete.
  • Click on the Delete button. You will be advised if the item is in use (and where). If it is, and you still wish to delete it, you will need to remove all references to it and then try to delete it again.
  • Click Yes to confirm the deletion.

Note: You will be unable to delete an account if it has been used in cashbook, invoices, journals or is linked to budgets or suppliers and customers in this year or last year.


Merging Accounts

  • If an account has transactions allocated to it or sub-accounts attached to it, you won't be able to delete the account. Another way to remove this account from your Chart of Accounts and remove clutter is to merge it with another account.
  • Many times various accounts are created to account for the same type of item or expense.  For Example, Transaction Fees and Bank Fees.
  • You can only merge two accounts at a time.
  • Both accounts have to have the same account type, eg. Operating Expense. 


To Merge an unwanted account with an account you want to keep:

  • Click on the Chart toolbar icon.
  • Click on the unwanted account you wish to merge into another existing account. For example, you want to merge the unwanted account - Transaction Fees into an existing account - Bank Fees. Transaction Fees account will become Bank Fees. 
  • Click on the Edit button.

  • Change the account code to match the account item you wish to keep.
  • Click on the OK button.
  • Click Yes to confirm messsage: 'Account code 107 is already in use. Do you want to merge account 108 into account 107?'

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