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June 03, 2018

Sage 100 Contractor: How to make jobs, cost codes, ledger accounts and more items inactive.

If you are a company administrator, you can designate records Inactive. For example, you can mark Inactive records that you no longer want to use, but cannot delete because they are referenced by other, current records.

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Note:  To change Inactive settings, your login ID must be assigned the Company Admin role in the 7-2-2 User List. You do not need to select the open company with Administrator rights option when you sign into the company.

Sage 100 Contractor prevents entry to inactive records, so you cannot inadvertently process entries using them. For example, you cannot use an inactive cost code on a new purchase order or change the code on an existing record to an inactive cost code.

The 9-5 Takeoff and the 10-3 Schedules lookup windows do not display inactive records. Also inactive records do not appear in data control boxes, and they are not visible when you search for records using the F9, Page Up, or Page Down keys.

Note: Inactive records do not appear in lookup windows by default, but you can display them if you choose to do so.

Designating Inactive Records

You designate Inactive records in the following windows by selecting Edit > Inactive Record for a selected record:

1-7 General Ledger Accounts

General Ledger Sub-accounts

3-5 Jobs

3-6 Receivable Clients

4-4 Vendors

5-2-1 Employees

8-3 Equipment

9-2 Parts

9-3 Assemblies

In the following windows, which display records in a grid, you enter Y (for Yes) in the Inactive column to set the record for the selected row Inactive:

5-3-2 Workers' Compensation

5-3-4 Paygroups

6-5 Cost Codes

Note: If it is necessary to change the Inactive setting later, you simply clear the Inactive Record selection on the Edit menu or the grid.

Looking Up Inactive Records

From time to time, you may need to check which records of a given type are marked Inactive. For example, when adding a new cost code you will want to check which codes are already in use so you need to view inactive codes. You can display a list of Inactive records in a couple of ways:

  • For records that display a single record at a time (not in a grid format), you can view all Inactive records of a selected type by opening the associated lookup window and then clicking Options > Show Inactive Records.

A check mark in the Inactive column indicates that a record is Inactive.

  • In windows that display records in grid format, you view Inactive records by selecting the Show Inactive Records check box below the grid. The following windows use a grid to display records:

5-3-2 Workers' Compensation

5-3-4 Paygroups

6-5 Cost Codes

 A Yes entry in the Inactive column indicates that a record is inactive. If you are a company administrator, you can change this entry to change the status to and from Inactive.

Changing the Inactive Settings for Multiple Records at the Same Time

For windows that display one record at a time (not in a grid), you use the lookup windows to set or clear the Inactive setting for multiple records at once. For example, in the 3-5 Jobs window:

  1. Open the job number lookup window. (Click the down arrow beside the job number data control.)
  2. In the lookup window:
  3. Click Options > Edit Inactive Setting.
  4. Select or clear the check marks in the Inactive column to change the Inactive setting for the records on the selected rows.

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