Managing the Chart of Accounts

Table of Contents

Overview

Used by Accountant or Financial Controller to manage the chart of accounts

Reporting

Financial reporting is covered in Balance Sheet, Profit and Loss, Aged Debt and Payable

Chart of Accounts

The Chart of Accounts has the following basic layout

The Accounts required for the Profit and Loss
The Accounts required for the Balance Sheet

Each of these accounts have the associated setting so we know where to put them on the reports

Children inherit this setting from their parents

Account Subtype is also used to ensure accounts appear in the correct place in reports

GL Account Settings

Default Tax Type

Default Tax Type will be the default if no other tax type is chosen when the transaction is entered.

Fixed Currency

Fixed currency is only required on Bank Accounts - all transactions will be required to be in the set currency.

Special Types

These flags are used by the system to filter information in processes or reports.

Supplier claim - account visible on the Creditor Card Supplier Claim dropdown.
Stock Adjustment - makes this account visible in the stock adjustment screens
Spend Money - account in the spend money dropdown when spending company cash
Landed Cost - Landed Cost will include this account when searching for landed cost invoices

Display Sequence

Display sequence is used when accounts are in the same level to set the sequence

If two accounts are on the same level - set one to 10 and one to 20 and they will sort by this sequence number

Report Sequence

Used to sequence the accounts on the same level in the reports.

Balance

Shows balances calculated when Financial Periods are closed.

Creating new GL Accounts

Right click - create new.

Deleting Accounts

Accounts can only be deleted if there are no transactions in the account.

To move all transactions out of a GL Account

Select the Account that transactions are to move to.

NAV to Reports Tab

Run the Account Usage Report

Right click on the account that you want to move transactions from

Making Accounts unable to Accept any new transactions

Removing Visibility in other Host Companies

The system has a list of all the Host Companies in the system that are using the COA - untick the visibility if it is not to appear in that host company.