Reasons why you can't flag records as inactive

Solution Properties

Solution ID:

200427112500174

Last Modified Date:

Tue May 20 12:48:29 UTC 2025

Taxonomy Path:

Case category//I have a problem with...//processing

Author:

[email protected]

Reasons why you can't flag records as inactive

Description

To ensure the record isn’t still in use, there are several checks when you flag a record as inactive. A message appears if there's a reason why you can't make the record inactive.

Customers

When flagging a customer record as inactive, a message can appear.
▼ See customer messages

Message	Reason
The account balance isn’t zero.	There's an outstanding balance on the account. 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.
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 customer.	The account is 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.
You can’t 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. 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 can receive one of the following messages.
▼ See supplier messages

Message	Reason
The account balance isn’t zero.	There's an outstanding balance on the account. 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 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 can’t 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. 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, a message can appear.
▼ View nominal account messages

Message	Reason
It has a non-zero balance	There's an outstanding balance on the account. Clear this balance before you flag it as inactive.
It’s a control account	The nominal code is a control account. Before you can make the account inactive, you must change the control account to another nominal code.
It’s a ratio account	The nominal code is 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’s the default sales nominal	The nominal code is the default code for sales. Before you can make the account inactive, you must change the default sales nominal to another nominal code. You can change this in Customer Defaults.
It’s the default purchase nominal	The nominal code is the default code for purchases. Before you can make the account inactive, you must change the default purchase nominal to another nominal code. You can change this in Supplier Defaults.
It’s the default stock sales nominal	The nominal code is 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’s the default stock purchase nominal	The nominal code is 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’s the bank default sales nominal	The nominal code is 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’s a default nominal code for a bank charge	The nominal code is 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’s the default discrepancies nominal	The nominal code is 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. 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.
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.
Nominal code has prepayments set against it	An existing Prepayment uses this Nominal code. 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.
You can’t 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. Wait until you've imported your accountant's adjustment file before you set the account as inactive.

Bank accounts

Flagging a bank account as inactive can cause a message to appear.

▼ See bank accounts messages

Message	Reason
It has a non-zero balance	There's an outstanding balance on the account. Clear this balance before you flag it as inactive.
It’s a control account	The bank account is a control account. Before you can make the account inactive, you must change the control account to another bank account.
It’s a ratio account	The bank account is 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’s a default charge account for a bank charge	The bank account is 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 the default Cash Sales bank	The bank account is 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 the Cash Register	The bank account is 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. TIP: To view the bank account for a recurring item, in Recurring items select the transaction then click Edit.
You can’t 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. 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 can receive one of the following messages.

▼ View product messages

Message	Reason
The quantity in stock isn’t 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 on one or more outstanding sales orders. Before you can make the product inactive, complete these outstanding orders. Or, 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. 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 on one or more outstanding purchase orders. Before you can make the product inactive, complete these outstanding orders. Or, you can remove the product from the relevant orders.
You can’t 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. Wait until you've imported your accountant's adjustment file before you set the account as inactive.

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