inactive accounts showing in budget

  • 1
  • Problem
  • Updated 6 months ago
Using Reckon Accounts Premier Edition 2018 (Desktop) (Australia)
We have recently built a budget using the Company/Planning & Budgeting feature.
Only active accounts were shown in the budget building.
When we review our budget (Reports/Budgets & Forecasts/Budget vs Actuals) inactive accounts  (accounts we have never used) report as well active accounts to which we have allocated values. 
We have set the advanced report filter  to do not display inactives. 
How do we prevent these inactives showing in the budget/actuals reporting. 
There are many of them so deleting  from the chart of accounts will be time consuming and should not be necessary since the filter should hide them.  Deleting from Excel monthly would also be painful..!!
We do not want to hide active accounts with a zero bal.
Grateful for any assistance. 
Thanks
Debra
Photo of Debra

Debra

  • 122 Points 100 badge 2x thumb

Posted 1 year ago

  • 1
Photo of Kerri

Kerri, Accredited Partner

  • 566 Points 500 badge 2x thumb
Are the figures showing in the actual column?

Photo of Debra

Debra

  • 122 Points 100 badge 2x thumb
Figures I have put into the budget are showing in correct columns; but inactive accounts are showing zero.
Thanks Debra
Photo of Robert Smeallie

Robert Smeallie

  • 1,050 Points 1k badge 2x thumb
Hi Debra,

I think that the best time to remove inactive accounts is at end-of-year rollover and if you had no transactions involving those accounts in the new financial year you should be able to delete them or at least make them inactive so they don't appear in the reports.

Robert Smeallie
Photo of Debra

Debra

  • 122 Points 100 badge 2x thumb
Hi Robert.  The accounts are inactive, but still showing in the budget/actual report.
Thanks
Debra
Hi Debra

In the report, click on "Modify Report" (top left) then click on the "Advanced" button in the "Display" tab.  This opens the "Advanced Options" & allows you to select to display both Rows & Columns that are:
* Active
* All
* Non-zero

There is also a checkbox below to "Show only rows & columns with budgets" 

Don't forget to "OK" out of each window to save any changes you make.
(Edited)
Photo of Kerri

Kerri, Accredited Partner

  • 566 Points 500 badge 2x thumb
Why I asked is because not like other software Reckon Accounts correctly reports any balances still in accounts (both P&L and balance sheet) if those accounts are required in the reports dates requested. What that means is that even if a account is made inactive but still has balance as at the date of the report it will show. 
Photo of Debra

Debra

  • 122 Points 100 badge 2x thumb
The inactive accounts showing have never been used.
Thanks
Debra
Photo of Kelly Day, Accredited Partner

Kelly Day, Accredited Partner, Accredited Partner

  • 2,064 Points 2k badge 2x thumb
Another filter to try is:
Modify report
Filter by Amount
Amount > .01
As Kerri says, if there is nil balance associated with the inactive accounts, then this should remove any other 0.00 balance accounts for the date range

Photo of Debra

Debra

  • 122 Points 100 badge 2x thumb
We want "active" accounts with a zero balance to show in the budget reporting.
I guess I could put .01c in every zero active account's budget and then filter by >.01.
However, the advanced filter should do as is says and eliminate view of inactive accounts..
Thanks all for comments.
Debra
Photo of Robert Smeallie

Robert Smeallie

  • 1,050 Points 1k badge 2x thumb
Debra

There is a setting in Reckon Accounts under Preferences where you can either show or hide Inactive Accounts.

Robert Smeallie
Photo of Debra

Debra

  • 122 Points 100 badge 2x thumb
HI Robert
What heading is that option under in preferences ??
Thanks and regards
Debra
Photo of Robert Smeallie

Robert Smeallie

  • 1,050 Points 1k badge 2x thumb
Hi Debra

I just looked through the Preferences area in my copy of Reckon Accounts and I couldn't find it. I might have been thinking of MYOB which I studied at TAFE and when creating my user notes for Reckon I didn't cover it. I know I saw it somewhere and if you go through the many customisations available in Reckon you might find it.

Robert Smeallie
In 'Chart of accounts' you can click on individual accounts and make them inactive. Here you can show or hide inactive accounts. This however doesn't mean that if relevant those accounts won't show up in your budget or in other accounting areas such as the Company Snapshot. Reckon doesn't appear to give you the option to choose which accounts you want included or not included in your overalls except perhaps in actual reports where you can modify the report and select only the items you want included in the report. 

Depending on the accounts if might be easier to just delete the account from the system. Keep a note or screenshot somewhere perhaps if you need to if that account was relevant in the last financial year. You should still be able to do an accountants report though and see all those changes. 

I haven't found a way around this either which is why I was hunting for any info on here. Would save me a lot of time having to delete stuff if I could customise exactly what I want. Reckon takes away a lot of the back end work and does it behind the scenes which is supposed to make using this really simple. Especially for those who do not have a lot of higher education in accounting and business principles but also makes it difficult if you want control of those things because very little is actually manual in these types of systems. 

I think this was probably what Robert was thinking of when talking about hiding inactive accounts. You can hide it from your view of accounts but it will still show up anywhere that the system deems relevant. Maybe have a look at what the account is setup as and see if you can change that so the system thinks its something different.