| | Reasons why you can't flag records as inactive |
| Description | When you flag a record as inactive in Sage 50 Accounts, there are several checks to ensure the record is not still in use. If there's a reason why you can't make the record inactive, a message appears advising why. |
| Resolution | [BCB:42:CSat FB drive:ECB] Customers When flagging a customer record as inactive, one of the following messages may appear - Read more > | Message | Reason | | The account balance is not zero. | There's an outstanding balance on the account. You must clear this balance before you flag it as inactive. | | There are unallocated credits/payments on account or sales payments. | There are unallocated transactions on the account. Before you can make the account inactive, you must allocate these transactions in Bank accounts > Customer receipt. | | Recurring entries exist for this customer. | There are recurring bank entries set up for this customer that haven't ended. Before you can make the account inactive, you must remove the recurring entries for this account from Bank accounts > Recurring items, or wait until the recurring entry has ended. | | Recurring invoices exist for this customer. | There are recurring or memorised invoices for this customer that haven't ended. Before you can make the account inactive, you must remove the recurring or memorised invoices for this account from Invoices and credits > Recurring items. Alternatively, wait until the recurring invoice has ended. | | Recurring sales orders exist for this customer. | There are recurring or memorised sales orders for this customer that haven't ended. Before you can make the account inactive, you must remove the recurring or memorised orders for this account from Sales Orders > Recurring items. Alternatively, wait until the recurring order has ended. | | This customer is the default Opayo (formerly Sage Pay) customer. | The account is set as the default customer account to record all Opayo transactions. Before you can make the account inactive, you must select a new customer account to use as the Opayo account, in Settings > Company Preferences > Opayo > Customer Ref. | | You cannot change the inactive status of a record while in recording mode and your data is with your accountant. | You've used the Accountant Link to send your data to your accountant but haven't yet imported any adjustments from your accountant. You should wait until you've imported your accountant's adjustment file before you set the account as inactive. |
Suppliers When flagging a supplier record as inactive, you may receive one of the following messages - Read more > | Message | Reason | | The account balance is not zero. | There's an outstanding balance on the account. You must clear this balance before you flag it as inactive. | | There are unallocated credits/payments on account or purchase receipts. | There are unallocated transactions on the account. Before you can make the account inactive, you must allocate these transactions in Bank accounts > Payments > Supplier payment. | | Recurring entries exist for this supplier. | There are recurring bank entries set up for this supplier that haven't ended. Before you can make the account inactive, you must remove the recurring entries for this account from Bank accounts > Recurring items, or wait until the recurring entry has ended. | | Recurring purchase orders exist for this customer. | There are recurring or memorised purchase orders for this customer that haven't ended. Before you can make the account inactive, you must remove the recurring or memorised orders for this account from Invoices and credits > Recurring items. Alternatively, wait until the recurring order has ended. | | You cannot change the inactive status of a record while in recording mode and your data is with your accountant. | You've used the Accountant Link to send your data to your accountant but haven't yet imported any adjustments from your accountant. You should wait until you've imported your accountant's adjustment file before you set the account as inactive. |
Products When flagging a product record as inactive, you may receive one of the following messages - Read more > | Message | Reason | | The quantity in stock is not zero. | There are products in stock for the record. Before you can make the product inactive, the quantity in stock must be zero. | | There are outstanding stock allocations. | This product is listed on one or more outstanding sales orders. Before you can make the product inactive, you should complete these outstanding orders. Alternatively, you can remove the product from the relevant orders. | | This product is part of a Bill of Materials. | This product is part of the bill of materials for another product. Before you can make the product inactive, you must remove it from the bill of materials.
To see which products have a bill of materials that includes this product, in Products and services > Reports > Product explosion and BOM, run the Product Explosion report.  NOTE: To delete a bill of materials Click Products and services then double click the required product and click Bill of materials. Select each line and press F8 on your keyboard then save the record.
| | There are outstanding purchase orders. | This product is listed on one or more outstanding purchase orders. Before you can make the product inactive, you should complete these outstanding orders. Alternatively, you can remove the product from the relevant orders. | | You cannot change the inactive status of a record while in recording mode and your data is with your accountant. | You've used the Accountant Link to send your data to your accountant but haven't yet imported any adjustments from your accountant. You should wait until you've imported your accountant's adjustment file before you set the account as inactive. |
Nominal accounts When flagging a nominal account as inactive, you may receive one of the following messages - Read more > | Message | Reason | | It has a non-zero balance | There's an outstanding balance on the account. You must clear this balance before you flag it as inactive. | | It is a control account | The nominal code is set as a control account. Before you can make the account inactive, you must change the control account to another nominal code. | | It is a ratio account | The nominal code is set as a ratio account. Before you can make the account inactive, you must remove it from the list of ratio accounts. - Click Nominal codes then on the task bar click Ratio.
- Click the required account and click Delete.
- Click Yes then click Save.
| | It is the default sales nominal | The nominal code is set as the default code for sales. Before you can make the account inactive, you must change default sales nominal to another nominal code. You can change this in Customer Defaults. | | It is the default purchase nominal | The nominal code is set as the default code for purchases. Before you can make the account inactive, you must change default purchase nominal to another nominal code. You can change this in Supplier Defaults. | | It is the default stock sales nominal | The nominal code is set as the default Sales nominal code for product records. Before you can make the account inactive, you must change this default to another nominal code. You can change this in Product Defaults. | | It is the default stock purchase nominal | The nominal code is set as the default Purchase nominal code for product records. Before you can make the account inactive, you must change this default to another nominal code. You can change this in Product Defaults. | | It is the bank default sales nominal | The nominal code is set as the default Sales nominal for the Cash Register. Before you can make the account inactive, you must change this default to another nominal code. You can change this in Bank Defaults. | | It is a default nominal code for a bank charge | The nominal code is set as the default nominal code for bank charges in one of your bank records. Before you can make the account inactive, you must change this default to another nominal code. You can change this in the bank record Settings tab. | | It is the default discrepancies nominal | The nominal code is set as the default discrepancies nominal for the Cash Register. Before you can make the account inactive, you must change this default to another nominal code. You can change this in Bank Defaults. | | Memorised invoices exist for this account | There are memorised invoices set up for this nominal account. Before you can make the account inactive, you must remove the memorised entries for this account from Invoices and credits > Recurring items, or wait until the recurring entry has ended.  TIP: To view the items on a recurring invoice, in Recurring items select the invoice then click Edit.
| | Memorised sales orders exist for this account | There are memorised sales orders set up for this nominal account. Before you can make the account inactive, you must remove the memorised entries for this account from Sales orders > Recurring items. TIP: To view the items on a recurring order, in Recurring items select the order then click Edit. | | Memorised purchase orders exist for this account | There are memorised purchase orders set up for this nominal account. Before you can make the account inactive, you must remove the memorised entries for this account from Sales orders > Recurring items. TIP: To view the items on a recurring order, in Recurring items select the order then click Edit. | | Nominal code has prepayments set against it | The Nominal code is used for an existing prepayment. To remove the Prepayment, click Nominal codes, Prepayments and use the F8 function key to delete the required line. | | Recurring entries exist for this account | There are recurring bank entries set up for this nominal account that haven't ended. Before you can make the account inactive, you must remove the recurring entries for this account from Bank accounts > Recurring items, or wait until the recurring entry has ended. TIP: To view the nominal codes on a recurring item, in Recurring items select the transaction then click Edit. | | You cannot set a nominal code as inactive while in recording mode and your data is with your accountant | You've used the Accountant Link to send your data to your accountant but haven't yet imported any adjustments from your accountant. You should wait until you've imported your accountant's adjustment file before you set the account as inactive. |
Bank accounts When flagging a bank account as inactive, you may receive one of the following messages - Read more > | Message | Reason | | It has a non-zero balance | There's an outstanding balance on the account. You must clear this balance before you flag it as inactive. | | It is a control account | The bank accounts is set as a control account. Before you can make the account inactive, you must change the control account to another bank account. | | It is a ratio account | The bank accounts is set as a ratio account. Before you can make the account inactive, you must remove it from the list of ratio accounts. - Click Nominal codes then on the task bar click Ratio.
- Click the required account and click Delete.
- Click Yes then click Save.
| | It is a default charge account for a bank charge | The bank account is set as the default charge account for bank charges in one of your bank records. Before you can make the account inactive, you must change this default to another bank account. You can change this in the bank record Settings tab. | | The bank account selected is currently set as the default Cash Sales bank | The bank account is set as your default cash sales bank account. Before you can make the account inactive, you must change the default cash sales bank account to another bank. You can change this in Invoice and Order Defaults. | | The bank account selected is currently set as the Cash Register | The bank account is currently set as your cash register bank account. Before you can make the account inactive, you must change the Cash Register bank account to another bank. You can change this in Bank Defaults. | | Recurring entries exist for this account | There are recurring bank entries set up for this bank account that haven't ended. Before you can make the account inactive, you must remove the recurring entries for this account from Bank accounts > Recurring items, or wait until the recurring entry has ended. TIP: To view the bank account for a recurring item, in Recurring items select the transaction then click Edit. | | You cannot set a bank account as inactive while in recording mode and your data is with your accountant | You've used the Accountant Link to send your data to your accountant but haven't yet imported any adjustments from your accountant. You should wait until you've imported your accountant's adjustment file before you set the account as inactive. | [BCB:110:Limitless - 50 Accounts - Program Settings:ECB]
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