What is the difference between suspending and hiding an account?
Suspending and hiding are two ways to stop using an account in the Chart of Accounts. The main difference between them is that hiding is available only for accounts that have no transactions, while suspending can be used whether or not the account has transactions, and it prevents new transactions from being added to the account while keeping its previous transactions.
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Note: In the system, these actions appear as Suspend and Hide.
Suspending vs. Hiding
| Suspend | Hide | |
|---|---|---|
| An account that has transactions | Can be suspended. | Cannot be hidden, and a message appears suggesting that you suspend it instead. |
| Visibility in the Chart of Accounts | Appears as usual with a Suspended label. | Appears only when the Show Hidden option is enabled, with a Hidden label next to it. |
| Account selection lists in add and edit forms | Does not appear, so no new transactions can be added to it. | Does not appear. |
| Main account | Can be suspended after suspending all the accounts under it or moving them to another main account. | Can be hidden after hiding all the accounts under it. |
| Excluded accounts | The five top-level main accounts, the accounts created by the system, the accounts selected in Accounting Routing, and the accounts assigned as default accounts cannot be suspended. | Accounts that have transactions cannot be hidden. |
| Undoing the action | Through the Reactivate action. | Through the Unhide action. |
| Activity log | Suspending and reactivating are recorded. | Hiding and unhiding are recorded. |
When to Use Each?
- Use Hide for an account that you have not used in any transaction and do not need, so that it does not appear in the Chart of Accounts.
- Use Suspend for an account that you have used before and want to stop using, while keeping its previous transactions and its appearance in reports.