Suspending an Account in the Chart of Accounts

You can suspend an account or a main account in the Chart of Accounts to prevent new transactions from being added to it, while keeping its previous transactions and its appearance in reports. You can reactivate it at any time.

Steps to Suspend an Account

1. From the main menu, click Accounting, then Chart of Accounts.
2. Open the required account or main account, or go to the main account it belongs to.
3. Click the account’s actions button, then select Suspend.
4. The confirmation message appears: Are you sure you want to Suspend account [Account Name] #[Code]? Confirm the action.
5. The message Account Suspended successfully. appears, and a Suspended label appears next to the account.

Reactivating a Suspended Account

1. Open the suspended account in the Chart of Accounts.
2. Click the actions button, then select Reactivate. This action appears on suspended accounts only.
3. The message Account Reactivated successfully. appears, and the Suspended label disappears.

If the account belongs to a suspended main account, the main account (and any suspended main accounts above it) is reactivated automatically, so that no active account remains under a suspended main account. This also applies when you add a new account under a suspended main account or move an account to it.

Effect on Transactions and Reports

Location	Suspended account visibility
Add and edit forms (such as manual journals, Expenses, Incomes, invoices, clients, suppliers, cheques, and assets)	Does not appear in the account selection lists, so no new transactions can be added to it.
Accounting Routing settings	Cannot be selected.
Reports and report filters	Appears as usual with all its previous transactions.
Chart of Accounts	Appears with a Suspended label.

If an account is suspended while another user is creating a transaction in which they selected this account, the user sees the following message on saving: [Account Name] #[Code] is suspended; Please select different account

Accounts That Cannot Be Suspended

• The five top-level main accounts: Assets, Liabilities, Owner’s Equity, Revenue, and Expenses.
• Accounts created by the system and linked to automatic accounting routing, such as treasury, bank, and sales accounts. These accounts cannot be suspended even if you suspend all their sub-accounts.
• A main account that you created yourself and that contains active sub-accounts, until you suspend the sub-accounts or move them to another main account.
• An account selected in Accounting Routing or in the Requisition Journal Settings, until you remove it from there.
• An account assigned as a default account in the Inventory & Products Settings.

Error Messages and Solutions

Cause	Message	Solution
A main account you created contains active sub-accounts.	This account has [Number] active sub-accounts. Suspend them first, or move them under a different parent.	Suspend the sub-accounts first, or move them to another main account.
The account is selected in Accounting Routing.	This account is selected in accounting routes, to suspend this account you should remove it from accounting routing first [Accounting Routing]	Click the Accounting Routing link in the message, remove the account, then try again.
The account was created by the system and is linked to automatic accounting routing, such as the Assets account.	This account is linked to system routing and can not be suspended (an Accounting Routing link may appear next to it)	This account cannot be suspended, even if you suspend all its sub-accounts.
The account is assigned as a default account.	You cannot suspend an account that is assigned as a default account [Settings]	Click the Settings link, change the default account, then try again.
The account is one of the five top-level main accounts.	This account can not be suspended	The top-level main accounts cannot be suspended.
You selected an account that was suspended while creating the transaction.	[Account Name] #[Code] is suspended; Please select different account	Select another account, then save again.
You tried to hide an account that has transactions.	This account has transactions, it can’t be hidden! instead you can suspend the account.	Use the Suspend action instead of hiding.

FAQs

Are the account’s transactions deleted when it is suspended?

No, its previous transactions remain as they are, and it appears in reports as usual. Suspending only prevents new transactions from being added to it.

Can I suspend an entire main account?

Yes, if it is a main account you created yourself, provided that you suspend all its sub-accounts first or move them to another main account. The five top-level main accounts and the main accounts created by the system cannot be suspended.