How to Delete or Deactivate a GL Account

1. Open your property's Accounting settings and go to the Chart of Accounts.
2. Find the account and open it.
3. Choose Delete from the account's actions.

If the account can be deleted

If the account has no posted activity and nothing else depends on it, URBI removes it right away and asks for a quick confirmation first.

If delete is blocked

If the account has real history, URBI blocks the delete and shows a block screen listing exactly what is still referencing it, for example:

• Posted journal entries against the account
• Other accounting settings that point to it
• A recurring journal-entry template that uses it

You cannot force a delete through this screen. This is intentional: URBI never destroys ledger history. Use Deactivate instead from the same screen to archive the account without losing anything.

Deactivating (archiving) an account

1. From the account, choose Deactivate, or click Deactivate instead from the delete-blocked screen.
2. Confirm the deactivation.

3. The account is now marked inactive. It disappears from the default Chart of Accounts list and from account pickers used for new selections. If an existing record already points to that account, the record continues to show it with an Inactive label until you choose an active replacement. Nothing changes silently underneath the existing record, and every past journal entry and report that used the account is unaffected.

An existing record keeps its selected account and marks it Inactive.

If the account still has active recurring references (for example, a recurring journal-entry schedule still uses it), URBI tells you as a heads-up when you deactivate, but it does not block the action. Check your Recurring GL tab afterward if you want to update or pause anything that still points to the deactivated account.

Finding a deactivated account again

Use the Archived filter (or the Archived badge) on the Chart of Accounts to show inactive accounts. From there you can reactivate an account if you need to post to it again.

Good to know

• Every delete and deactivate is written to your accounting audit log with who did it and when.
• Deactivating never touches your existing reports, trial balance, or ledger history; it only removes the account from everyday use going forward.
• Board members can view archived accounts but cannot delete or deactivate an account themselves.