Changing Account Information

Use the G/L Accounts screen to update information for an existing account.

Note: You cannot turn off the Multicurrency option or the Maintain Quantity option for an account after you turn them on.

Make sure that:

  • The account is not used as the default closing account for the company, or a retained earnings account for any account number segment.
  • The change will not cause the account to be in the wrong account group, if the company uses account groups.

To update an account record:

  1. Open General Ledger > G/L Accounts > Accounts.

  2. In the Account field, type the account number, and then press the Tab key.
  3. Update the tabs in the account record, as needed. More...

    Note the following about information that you can and cannot change for an account:

    • Account. You cannot change the account number.

      To assign a new account number, you must add an account with the new number, transfer any account balances, make the old account inactive, then delete the account when it no longer contains account data for the period that you retain history.

    • Account Type. You cannot change the type for an account that is specified as the Default Closing Account in the G/L Options screen. To change the account type for that account, you must first specify a new default closing account.

      Changing an income statement type account to a balance sheet type account will cause problems in your General Ledger if you post batches to a prior year for the account.

    • Account Group. You can change the account group in an account record at any time.

      You can turn account groups on or off in the G/L Options screen at any time. Any accounts that are added when account groups are turned off will belong to the Unclassified Account Group.

    • Auto Allocation. You can change the information on the Allocation tab of the screen at any time.

    • Multicurrency option. You can turn this option on at any time, if you have installed the Sage 300 Multicurrency module. If you select the option for an account, you can post transactions to the account in more than one currency.

      Once you turn on the option, you can specify that the account accepts transactions from all currencies defined in Common Services, or from specific currencies only.

    • Maintain Quantities. You can turn this option on at any time.
    • Control Account. You can turn this option on at any time.

      You can add subledgers if you use the account for more than one subledger. You can post transactions from only the specified subledgers.

  4. When you have finished updating the account, click Save.