Hiding an Account from the Chart of Accounts
You can hide the accounts you do not use from the Chart of Accounts, so that they do not appear in the accounts list or in the account selection lists when adding transactions. You can show them again at any time.
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Note: Hiding is available only for accounts that have no transactions. If the account has transactions and you want to stop using it, use the Suspend action instead of hiding.
Contents
Steps to Hide an Account
- From the main menu, click Accounting, then Chart of Accounts.
- Open the main account that the required account belongs to.
- Click the … button next to the account, then select Hide. You can also open the account, click the actions button at the top of the page, then select Hide.
- The account is hidden and disappears from the accounts list.
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Note: Hiding and unhiding an account are recorded in the account’s activity log.
Hiding a Main Account
To hide a main account, all the accounts under it must be hidden first. Hide its sub-accounts and the main accounts under it, then hide the main account using the same steps. If any of the accounts under it is not hidden, the following message appears: This account has transactions, it can’t be hidden! instead you can suspend the account.
Viewing Hidden Accounts
- In the Chart of Accounts, enable the Show Hidden option. This option appears only if you have at least one hidden account.
- The hidden accounts appear in the list, with a Hidden label next to each of them.
Unhiding a Hidden Account
- In the Chart of Accounts, enable the Show Hidden option.
- Click the … button next to the hidden account, then select Unhide. You can also open the account, click the actions button at the top of the page, then select Unhide.
- The account returns to the accounts list, and the Hidden label disappears.
Error Messages and Solutions
| Cause | Message | Solution |
|---|---|---|
| The account has transactions. | This account has transactions, it can’t be hidden! instead you can suspend the account. | The account cannot be hidden. Use the Suspend action instead to prevent new transactions from being added to it. |
| The main account contains accounts that are not hidden. | This account has transactions, it can’t be hidden! instead you can suspend the account. | Hide all the accounts under it first, then try again. |
FAQs
What is the difference between hiding and suspending an account?
Hiding is available only for accounts that have no transactions. It removes the account from the accounts list and the selection lists, and shows a Hidden label on it. Suspending can be used whether or not the account has transactions. It prevents new transactions from being added to the account, while keeping its previous transactions and its appearance in reports, and shows a Suspended label on it. Some accounts cannot be suspended, such as the five top-level main accounts and the accounts created by the system.
Why can’t I hide a main account?
Because at least one of the accounts under it is not hidden. Hide all the accounts under it first, then hide the main account.