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Chart of Accounts — User Guide

Chart of Accounts — User Guide

Module: Accounting
Audience: Accountants, finance staff, system administrators
Version: 1.0.0
Last updated: 2026-07-22

Overview

The chart of accounts is your organization's list of general ledger accounts. Each account has a type (for example Asset or Expense), a detail type, an optional account number, and can be organized under a parent account. Balances shown here come from posted accounting activity. Bank accounts are maintained under Accounting → Banking but use the same underlying account records.

Prerequisites

Role Typical permissions
View the chart Accounting Chart of accounts → View
Add or import accounts Accounting Chart of accounts → Create
Edit accounts or toggle active Accounting Chart of accounts → Edit
Delete accounts Accounting Chart of accounts → Delete

Step-by-step: View and filter accounts

  1. Go to Accounting → Chart of accounts.
  2. Use the filter row to narrow the list:
    • Account — one or more specific accounts
    • Parent account — child accounts under a parent
    • Type — account type (Asset, Liability, Equity, Income, Expense, etc.)
    • Detail type — sub-classification within the type
    • Active — All, Active, or Inactive (defaults to Active)
  3. Review columns: Name, Parent account, Type, Detail type, Primary balance, Active, and Options.

Child accounts appear indented under their parent. If account numbers are enabled in settings, the number appears before the name.

Step-by-step: Add an account

  1. Go to Accounting → Chart of accounts.
  2. Click Add.
  3. In the Account modal, complete:
    • Account type and Detail type (read the note under detail type for guidance)
    • Name (required)
    • Number (when account numbers are enabled in settings)
    • Parent account (optional — for sub-accounts)
    • Balance and As of (shown for some types on new accounts — opening balance)
    • Description (optional)
  4. Click Submit.

Expected result: The account appears in the list. A non-zero opening balance creates accounting entries against the system's opening balance equity account.

Step-by-step: Edit an account

  1. On the chart list, click Edit under the account name (or use row options).
  2. Update fields in the Account modal.
  3. Click Submit.

You cannot delete system default accounts. If the account already has transactions, opening balance fields may be hidden.

Step-by-step: Activate or deactivate

Use the Active toggle on the row, or select multiple accounts → Bulk actions → Mass activate or Mass deactivate → Confirm.

Inactive accounts remain in the database but can be filtered out of the default view.

Step-by-step: Delete an account

  1. Click Delete under the account name (not available for system default accounts).
  2. Confirm the deletion.

If the account has posted transactions, deletion is blocked with a warning. Deactivate the account instead, or remove dependent entries first.

Step-by-step: Import accounts

  1. Click Import Account.
  2. Download or review the sample column layout: Type, Sub type, Account name (required); Account code, Sub account of (optional).
  3. Upload your Excel file and click Import.
  4. Review any error export if rows fail validation.

Field reference

Field Required Description
Account type Yes High-level classification (Asset, Liability, etc.)
Detail type Yes Sub-type within the account type
Name Yes Display name of the account
Number When enabled Account code from settings
Parent account No Parent for hierarchical reporting
Balance / As of Conditional Opening balance on new accounts (certain types)
Description No Longer notes about the account
Active — Whether the account is available for new postings

Common issues

Symptom Likely cause What to do
Cannot open Chart of accounts Missing View permission Request Accounting Chart of accounts → View
Add / Import buttons hidden Missing Create permission Request Create permission
Cannot delete account Transactions exist or account is a system default Deactivate instead, or clear dependent history
Balance looks wrong Cash vs accrual method in settings Check Accounting → Setting → General accounting method
Bank account not in list Bank accounts live under Banking Use Accounting → Banking for bank-type accounts
Bulk delete option missing Known permission typo in UI Delete rows individually or ask admin

Related features

  • Journal entry — post debits and credits to chart accounts
  • Banking — bank account setup and feeds (detail type Bank)
  • Reports → Account history — drill into activity for an account (history icon in Options)
  • Setting → General — enable account numbers and accounting method

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