Account Activation/Deactivation

Account Activation/Deactivation

Account Activation and Deactivation in EquiBillBook allows you to control which accounts are available for transactions and reporting. This feature helps you manage your Chart of Accounts by hiding unused accounts without deleting them, preserving historical data while keeping your account list clean and organized.

What is Account Activation/Deactivation?

Account activation controls:

• Whether the account appears in transaction dropdowns
• Whether new transactions can be recorded for the account
• Account visibility in reports and statements
• Account availability for selection in forms
• Account status in the account list

Why Use Activation/Deactivation?

This feature is useful for:

• Clean Interface: Hide unused accounts from transaction forms
• Preserve History: Keep historical data without deleting accounts
• Organize Accounts: Maintain a clean, relevant account list
• Temporary Disable: Temporarily disable accounts without permanent deletion
• Data Integrity: Prevent accidental use of inactive accounts

Account Status Types

Accounts can have two main statuses:

• Active: Account is enabled and available for all operations
• Inactive: Account is disabled but preserved in the system

When to Activate an Account

Activate an account when:

• The account is ready to be used for transactions
• You want the account to appear in transaction dropdowns
• The account should be included in reports and statements
• The account is operational and in use
• You need to record transactions in the account

When to Deactivate an Account

Deactivate an account when:

• The account is no longer needed for new transactions
• You want to temporarily disable the account without deleting it
• The account should not appear in transaction dropdowns
• You want to preserve historical data but prevent new transactions
• The account is under review or maintenance
• The account was created by mistake and is not being used

Activating an Account

To activate an account:

1. Navigate to Accounts → Chart of Accounts
2. Find the account you want to activate (you may need to show inactive accounts)
3. Click on the account or use the "Edit" option
4. Locate the Status or Active field
5. Enable the Active checkbox or select Active status
6. Save the changes
7. The account will now be available for transactions

Deactivating an Account

To deactivate an account:

1. Navigate to Accounts → Chart of Accounts
2. Find the account you want to deactivate
3. Click on the account or use the "Edit" option
4. Locate the Status or Active field
5. Disable the Active checkbox or select Inactive status
6. Save the changes
7. The account will be hidden from transaction dropdowns but preserved

Activating During Account Creation

When creating a new account:

• By default, accounts are usually created as active
• You can choose to create as inactive if not ready for use
• Check the Active status during account creation
• You can activate it later when ready

Bulk Activation/Deactivation

Some systems allow bulk operations:

• Select multiple accounts from the list
• Use bulk action options to activate or deactivate
• Confirm the bulk operation
• Review the changes to ensure accuracy

Effects of Activation

When an account is activated:

• It appears in account dropdowns throughout the system
• You can record transactions for the account
• The account is included in reports and statements
• The account balance is included in financial reports
• Account appears in account selection lists
• Account is available for journal entries and other transactions

Effects of Deactivation

When an account is deactivated:

• It does not appear in transaction dropdowns
• New transactions cannot be recorded for the account
• Historical transactions and data are preserved
• The account may be excluded from active account reports
• Account balance information is still accessible in historical reports
• You can reactivate the account at any time
• Account remains in Chart of Accounts but hidden from active use

Viewing Account Status

To check account status:

• View the account list - status is usually indicated by an icon or label
• Open account details - status is shown in the account information
• Filter accounts by status in the account list
• Status indicators may show "Active" or "Inactive" labels
• Use filters to show only active or only inactive accounts

Reactivating a Deactivated Account

To reactivate a previously deactivated account:

1. Navigate to the Chart of Accounts
2. You may need to show inactive accounts (if filtered out)
3. Find and open the deactivated account
4. Edit the account settings
5. Change status from Inactive to Active
6. Save the changes
7. The account will be immediately available for transactions

Best Practices for Account Activation

• Activate accounts only when they are ready for use
• Deactivate unused accounts to keep account list clean
• Review account list periodically and deactivate unused accounts
• Don't delete accounts with historical transactions - deactivate instead
• Keep important accounts active even if rarely used
• Document reasons for deactivating accounts

Account Status in Reports

Reports can filter by account status:

• Active Accounts Only: Shows only active accounts (default)
• All Accounts: Includes both active and inactive accounts
• Inactive Accounts Only: Shows only inactive accounts

Deactivation vs. Deletion

Important differences:

• Deactivation: Hides account but preserves all data
• Deletion: Permanently removes account and may affect historical data
• Always deactivate accounts with transaction history
• Only delete accounts that were never used

Troubleshooting

Account Not Appearing in Dropdowns

• Check if account is active
• Verify account status is set to Active
• Check report filters for active accounts only

Cannot Record Transactions

• Verify account is active
• Check account status in account details
• Activate the account if needed

Related Features

Account activation works with:

• Account Settings - Configure default activation status
• Reports - Filter by active/inactive status
• Account Import - Set activation status during import
• Account List - View and filter by status

Need Help?

If you need assistance with account activation:

• Check account status in account details
• Review account list filters
• Verify you have permissions to activate/deactivate accounts
• Contact support if account status cannot be changed

Properly managing account activation ensures that only relevant accounts are available for transactions while preserving historical data for closed or inactive accounts. Regularly review account status to maintain an organized and efficient Chart of Accounts!