How to Freeze an Account in Vatrix POS

Freezing an account hides it from vouchers and invoices so nobody
posts to it by mistake, while every old transaction stays in the
reports. Use it for a closed bank account, an old expense head, or a
customer or supplier you no longer deal with. Vatrix never deletes an
account that has entries, so freezing is the correct way to retire one.
Available in ERP, Restaurant, Retail, Retail 2nd Edition and Weigh Scale
editions.

Before you start

• Log in as admin or a user with Finance permission.
• Make sure the account balance is settled, or note it, because a
  frozen account still shows in the Trial Balance.

Steps

Ledger (main) account

1. Open Master → Account Master. The Main Account
   screen opens.
2. Find the account: type in Account Description
   search or use Search Main Code, then click the row. Its
   Account Number, Category and Type fill in.  
3. Click Freeze. Vatrix asks you to confirm. Click
   Yes.
4. Click Clear. The account now shows as frozen in the
   list.

Customer or supplier account

5. Open Master → Customer Master (or Master →
   Supplier Master).
6. Select the customer or supplier from the list.
7. Click FREEZE and confirm.  

Check it worked

Open Finance → Journal Voucher and search the
account in MAIN A/C or SUB A/C. It should no longer appear in the list.
Old entries still show in Reports → General Ledger.

Common problems

• Freeze button missing → your user role does not include Finance or
  the master screens. Ask the admin to update permissions in Admin
  → User Management.
• Account still appears in a voucher → the voucher screen was open
  before you froze it. Close and reopen the voucher.
• Need the account back → select it again in Account Master and click
  Freeze a second time to unfreeze.

Video

FAQ

Can I delete an account instead? Only if it has no
transactions. Otherwise Vatrix blocks deletion to protect your
books.

Does freezing a customer cancel their outstanding
balance? No. The balance remains in the Customer Ledger and
Customer Ageing Report.

Can Vatrix freeze old codes automatically? Yes.
Admin → Maintanance has options to Freeze Aged
Customer, Supplier and Item codes.

Need help?

WhatsApp +971 50 428 2953 · sales@vatrixerp.com · 9:30 am–9:30
pm.