Difference between revisions of "Chart of Account"

 
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<div style="text-align: center;">
 
<div style="text-align: center;">
[[Maintenance]] | [[Account Class]] | [[Account Codes]] | [[Chart of Account]]
+
[[Maintenance]] | [[Account Class]] | [[Account Codes]] | [[ATC Code]] | [[Tax]]
</div><br />
+
</div>
 
==Chart of Account==
 
==Chart of Account==
 
A chart of accounts is a list of the categories used by an organization to classify and distinguish financial assets, liabilities, and transactions
 
A chart of accounts is a list of the categories used by an organization to classify and distinguish financial assets, liabilities, and transactions
  
 
=====Chart of Account Record List=====
 
=====Chart of Account Record List=====
[[File:Chart of Account Record List.png|center|thumb|Chart of Account Record List]]
+
[[File:Maintenance - Chart of Account - Record List.png|border|center|1500x1500px]]
 +
<br />
 +
=====Adding Chart of Account=====
  
=====Adding Chart of Account=====
+
#Click '''[[Chart of Account]]''' under Maintenance Module
[[File:Adding Chart of Account.png|center|thumb|774x774px|Adding Chart of Account]]
+
#Under '''Chart of Account''' Menu Screen, Click '''Add Chart of Account'''
{| class="wikitable"
+
#Fill out the necessary fields then click Save. Note: Fields with * are require fields
!Field
+
 
!Description
+
[[File:Maintenance - Chart of Account - Add.png|border|center|1500x1500px]]
!Expected Values
+
<br />
 +
{| class="wikitable" style="margin: auto;"
 +
!'''Field'''
 +
!'''Description'''
 +
!'''Allowed Inputs'''
 +
!'''Restricted Inputs'''
 +
!'''Character Limit'''
 +
!'''Required Field?'''
 
|-
 
|-
 
|1.Account Code
 
|1.Account Code
 
|<span style="color: rgb(34, 34, 34)">•Reference Code for the Account</span>
 
|<span style="color: rgb(34, 34, 34)">•Reference Code for the Account</span>
|<span style="color: rgb(34, 34, 34)">•Alphanumeric</span>
+
|<span style="color: rgb(34, 34, 34)">*Alphanumeric</span><span style="color: rgb(34, 34, 34)">*Dash "-"</span>
 +
 
 +
<span style="color: rgb(34, 34, 34)">*Underscore "_"</span>
 +
| style="vertical-align:middle;text-align:center;" |Other Special Characters
 +
 
 +
Space
 +
| style="vertical-align:middle;text-align:center;" |10
 +
| style="vertical-align:middle;text-align:center;" |Yes
 
|-
 
|-
 
|2.Account Name
 
|2.Account Name
 
|<span style="color: rgb(34, 34, 34)">•Name of the Account</span>
 
|<span style="color: rgb(34, 34, 34)">•Name of the Account</span>
|<span style="color: rgb(34, 34, 34)">•Alphanumeric</span>
+
|<span style="color: rgb(34, 34, 34)">*Alphanumeric</span><span style="color: rgb(34, 34, 34)">*Special Characters</span>
 +
| style="vertical-align:middle;text-align:center;" |None
 +
| style="vertical-align:middle;text-align:center;" |100
 +
| style="vertical-align:middle;text-align:center;" |Yes
 
|-
 
|-
|3.Account Class
+
|3.[[Account Class]]
 
|<span style="color: rgb(34, 34, 34)">•Class of the Account</span>
 
|<span style="color: rgb(34, 34, 34)">•Class of the Account</span>
|<span style="color: rgb(34, 34, 34)">•Account Class List provided in Account Class Maintenance Module</span>
+
|<span style="color: rgb(34, 34, 34)">*Account Class List provided in Account Class Maintenance Module</span>
 +
| style="vertical-align:middle;text-align:center;" |Any inputs not mentioned in the allowed inputs
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |Yes
 
|-
 
|-
 
|4.FS Presentation
 
|4.FS Presentation
 
|<span style="color: rgb(34, 34, 34)">•Presentation of Financial Statements</span>
 
|<span style="color: rgb(34, 34, 34)">•Presentation of Financial Statements</span>
|<span style="color: rgb(34, 34, 34)">•Balance Sheet/Income Statement</span>
+
|<span style="color: rgb(34, 34, 34)">*Balance Sheet</span><span style="color: rgb(34, 34, 34)">*Income Statement</span>
 +
| style="vertical-align:middle;text-align:center;" |Any inputs not mentioned in the allowed inputs
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |Yes
 
|-
 
|-
 
|5.Account Type
 
|5.Account Type
 
|<span style="color: rgb(34, 34, 34)">•Type of Account</span>
 
|<span style="color: rgb(34, 34, 34)">•Type of Account</span>
|<span style="color: rgb(34, 34, 34)">•Child/Parent/Both</span>
+
|<span style="color: rgb(34, 34, 34)">*Child</span><span style="color: rgb(34, 34, 34)">*Parent</span>
 +
 
 +
<span style="color: rgb(34, 34, 34)">*Both</span>
 +
| style="vertical-align:middle;text-align:center;" |Any inputs not mentioned in the allowed inputs
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |Yes
 
|-
 
|-
 
|6.Parent Account Title
 
|6.Parent Account Title
 
|<span style="color: rgb(34, 34, 34)">•Parent Account related on the Account</span>
 
|<span style="color: rgb(34, 34, 34)">•Parent Account related on the Account</span>
|<span style="color: rgb(34, 34, 34)">•Parent Account Title List</span>
+
|<span style="color: rgb(34, 34, 34)">*Existing Chart of Account Record whose Account Type is "Parent" or "Both"</span><span style="color: rgb(34, 34, 34)">*Account Code of the Parent Class provided in the Chart of Account Maintenance Module</span>
 +
| style="vertical-align:middle;text-align:center;" |Any inputs not mentioned in the allowed inputs
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |No
 
|-
 
|-
 
|7.Account Nature
 
|7.Account Nature
 
|<span style="color: rgb(34, 34, 34)">•Nature of Account if it is Debit or Credit</span>
 
|<span style="color: rgb(34, 34, 34)">•Nature of Account if it is Debit or Credit</span>
|<span style="color: rgb(34, 34, 34)">•Debit/Credit</span>
+
|<span style="color: rgb(34, 34, 34)">*Debit</span><span style="color: rgb(34, 34, 34)">*Credit</span>
 +
| style="vertical-align:middle;text-align:center;" |Any inputs not mentioned in the allowed inputs
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |Yes
 
|}
 
|}
 
Notes:
 
Notes:
  
 
*When creating a Chart of Accounts, account class field is required, make sure to check the [[Account Class]] module first when creating a Chart of Accounts
 
*When creating a Chart of Accounts, account class field is required, make sure to check the [[Account Class]] module first when creating a Chart of Accounts
*Detailed instructions on how to create a Chart of Account, you can visit the Chart of Account Job Aids which can be found [[Chart of Accounts Aids|here]]
 
  
 +
=====Viewing Chart of Account=====
 +
 +
#Click '''[[Chart of Account]]''' under Maintenance Module
 +
#Select a Chart of Account that needs to view its details. Click the drop-down arrow then click View.
 +
#The user has an option to Edit the Chart of Account upon viewing it.
 +
 +
[[File:Maintenance - Chart of Account - View.png|border|center|1500x1500px]]
 +
<br />
 
=====Editing Chart of Account=====
 
=====Editing Chart of Account=====
[[File:Editing Chart of Account.png|center|thumb|779x779px|Editing Chart of Account]]
+
 
{| class="wikitable"
+
#Click '''[[Chart of Account]]''' under Maintenance Module
!Field
+
#Select a '''[[Chart of Account]]''' that needs to update its details. Click the drop-down arrow then click Edit.
!Description
+
#Update the necessary fields then click Save.
!Expected Values
+
 
 +
[[File:Maintenance - Chart of Account - Edit.png|border|center|1501x1501px]]
 +
<br />
 +
{| class="wikitable" style="margin: auto;" data-ve-attributes="{&quot;style&quot;:&quot;margin: auto;&quot;}"
 +
!'''Field'''
 +
!'''Description'''
 +
!'''Allowed Inputs'''
 +
!'''Restricted Inputs'''
 +
!'''Character Limit'''
 +
!'''Required Field?'''
 
|-
 
|-
 
|1.Account Code
 
|1.Account Code
 
|<span class="ve-pasteProtect" style="color: rgb(34, 34, 34)" data-ve-attributes="{&quot;style&quot;:&quot;color: rgb(34, 34, 34)&quot;}">•Reference Code for the Account</span>
 
|<span class="ve-pasteProtect" style="color: rgb(34, 34, 34)" data-ve-attributes="{&quot;style&quot;:&quot;color: rgb(34, 34, 34)&quot;}">•Reference Code for the Account</span>
|<span class="ve-pasteProtect" style="color: rgb(34, 34, 34)" data-ve-attributes="{&quot;style&quot;:&quot;color: rgb(34, 34, 34)&quot;}">•Alphanumeric</span>
+
|<span class="ve-pasteProtect" style="color: rgb(34, 34, 34)" data-ve-attributes="{&quot;style&quot;:&quot;color: rgb(34, 34, 34)&quot;}">*Alphanumeric</span><span class="ve-pasteProtect" style="color: rgb(34, 34, 34)" data-ve-attributes="{&quot;style&quot;:&quot;color: rgb(34, 34, 34)&quot;}">*Dash "-"</span>
 +
 
 +
<span class="ve-pasteProtect" style="color: rgb(34, 34, 34)" data-ve-attributes="{&quot;style&quot;:&quot;color: rgb(34, 34, 34)&quot;}">*Underscore "_"</span>
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Other Special Characters
 +
 
 +
Space
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |10
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Yes
 
|-
 
|-
 
|2.Account Name
 
|2.Account Name
 
|<span class="ve-pasteProtect" style="color: rgb(34, 34, 34)" data-ve-attributes="{&quot;style&quot;:&quot;color: rgb(34, 34, 34)&quot;}">•Name of the Account</span>
 
|<span class="ve-pasteProtect" style="color: rgb(34, 34, 34)" data-ve-attributes="{&quot;style&quot;:&quot;color: rgb(34, 34, 34)&quot;}">•Name of the Account</span>
|<span class="ve-pasteProtect" style="color: rgb(34, 34, 34)" data-ve-attributes="{&quot;style&quot;:&quot;color: rgb(34, 34, 34)&quot;}">•Alphanumeric</span>
+
|<span class="ve-pasteProtect" style="color: rgb(34, 34, 34)" data-ve-attributes="{&quot;style&quot;:&quot;color: rgb(34, 34, 34)&quot;}">*Alphanumeric</span><span class="ve-pasteProtect" style="color: rgb(34, 34, 34)" data-ve-attributes="{&quot;style&quot;:&quot;color: rgb(34, 34, 34)&quot;}">*Special Characters</span>
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |None
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |100
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Yes
 
|-
 
|-
|3.Account Class
+
|3.[[Account Class]]
 
|<span class="ve-pasteProtect" style="color: rgb(34, 34, 34)" data-ve-attributes="{&quot;style&quot;:&quot;color: rgb(34, 34, 34)&quot;}">•Class of the Account</span>
 
|<span class="ve-pasteProtect" style="color: rgb(34, 34, 34)" data-ve-attributes="{&quot;style&quot;:&quot;color: rgb(34, 34, 34)&quot;}">•Class of the Account</span>
|<span class="ve-pasteProtect" style="color: rgb(34, 34, 34)" data-ve-attributes="{&quot;style&quot;:&quot;color: rgb(34, 34, 34)&quot;}">•Account Class List provided in Account Class Maintenance Module</span>
+
|<span class="ve-pasteProtect" style="color: rgb(34, 34, 34)" data-ve-attributes="{&quot;style&quot;:&quot;color: rgb(34, 34, 34)&quot;}">*Account Class List provided in Account Class Maintenance Module</span>
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Any inputs not mentioned in the allowed inputs
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Yes
 
|-
 
|-
 
|4.FS Presentation
 
|4.FS Presentation
 
|<span class="ve-pasteProtect" style="color: rgb(34, 34, 34)" data-ve-attributes="{&quot;style&quot;:&quot;color: rgb(34, 34, 34)&quot;}">•Presentation of Financial Statements</span>
 
|<span class="ve-pasteProtect" style="color: rgb(34, 34, 34)" data-ve-attributes="{&quot;style&quot;:&quot;color: rgb(34, 34, 34)&quot;}">•Presentation of Financial Statements</span>
|<span class="ve-pasteProtect" style="color: rgb(34, 34, 34)" data-ve-attributes="{&quot;style&quot;:&quot;color: rgb(34, 34, 34)&quot;}">•Balance Sheet/Income Statement</span>
+
|<span class="ve-pasteProtect" style="color: rgb(34, 34, 34)" data-ve-attributes="{&quot;style&quot;:&quot;color: rgb(34, 34, 34)&quot;}">*Balance Sheet</span><span class="ve-pasteProtect" style="color: rgb(34, 34, 34)" data-ve-attributes="{&quot;style&quot;:&quot;color: rgb(34, 34, 34)&quot;}">*Income Statement</span>
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Any inputs not mentioned in the allowed inputs
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Yes
 
|-
 
|-
 
|5.Account Type
 
|5.Account Type
 
|<span class="ve-pasteProtect" style="color: rgb(34, 34, 34)" data-ve-attributes="{&quot;style&quot;:&quot;color: rgb(34, 34, 34)&quot;}">•Type of Account</span>
 
|<span class="ve-pasteProtect" style="color: rgb(34, 34, 34)" data-ve-attributes="{&quot;style&quot;:&quot;color: rgb(34, 34, 34)&quot;}">•Type of Account</span>
|<span class="ve-pasteProtect" style="color: rgb(34, 34, 34)" data-ve-attributes="{&quot;style&quot;:&quot;color: rgb(34, 34, 34)&quot;}">•Child/Parent/Both</span>
+
|<span class="ve-pasteProtect" style="color: rgb(34, 34, 34)" data-ve-attributes="{&quot;style&quot;:&quot;color: rgb(34, 34, 34)&quot;}">*Child</span><span class="ve-pasteProtect" style="color: rgb(34, 34, 34)" data-ve-attributes="{&quot;style&quot;:&quot;color: rgb(34, 34, 34)&quot;}">*Parent</span>
 +
 
 +
<span class="ve-pasteProtect" style="color: rgb(34, 34, 34)" data-ve-attributes="{&quot;style&quot;:&quot;color: rgb(34, 34, 34)&quot;}">*Both</span>
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Any inputs not mentioned in the allowed inputs
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Yes
 
|-
 
|-
 
|6.Parent Account Title
 
|6.Parent Account Title
 
|<span class="ve-pasteProtect" style="color: rgb(34, 34, 34)" data-ve-attributes="{&quot;style&quot;:&quot;color: rgb(34, 34, 34)&quot;}">•Parent Account related on the Account</span>
 
|<span class="ve-pasteProtect" style="color: rgb(34, 34, 34)" data-ve-attributes="{&quot;style&quot;:&quot;color: rgb(34, 34, 34)&quot;}">•Parent Account related on the Account</span>
|<span class="ve-pasteProtect" style="color: rgb(34, 34, 34)" data-ve-attributes="{&quot;style&quot;:&quot;color: rgb(34, 34, 34)&quot;}">•Parent Account Title List</span>
+
|<span class="ve-pasteProtect" style="color: rgb(34, 34, 34)" data-ve-attributes="{&quot;style&quot;:&quot;color: rgb(34, 34, 34)&quot;}">*Existing Chart of Account Record whose Account Type is "Parent" or "Both"</span><span class="ve-pasteProtect" style="color: rgb(34, 34, 34)" data-ve-attributes="{&quot;style&quot;:&quot;color: rgb(34, 34, 34)&quot;}">*Account Code of the Parent Class provided in the Chart of Account Maintenance Module</span>
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Any inputs not mentioned in the allowed inputs
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |No
 
|-
 
|-
 
|7.Account Nature
 
|7.Account Nature
 
|<span class="ve-pasteProtect" style="color: rgb(34, 34, 34)" data-ve-attributes="{&quot;style&quot;:&quot;color: rgb(34, 34, 34)&quot;}">•Nature of Account if it is Debit or Credit</span>
 
|<span class="ve-pasteProtect" style="color: rgb(34, 34, 34)" data-ve-attributes="{&quot;style&quot;:&quot;color: rgb(34, 34, 34)&quot;}">•Nature of Account if it is Debit or Credit</span>
|<span class="ve-pasteProtect" style="color: rgb(34, 34, 34)" data-ve-attributes="{&quot;style&quot;:&quot;color: rgb(34, 34, 34)&quot;}">•Debit/Credit</span>
+
|<span class="ve-pasteProtect" style="color: rgb(34, 34, 34)" data-ve-attributes="{&quot;style&quot;:&quot;color: rgb(34, 34, 34)&quot;}">*Debit</span><span class="ve-pasteProtect" style="color: rgb(34, 34, 34)" data-ve-attributes="{&quot;style&quot;:&quot;color: rgb(34, 34, 34)&quot;}">*Credit</span>
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Any inputs not mentioned in the allowed inputs
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Yes
 +
|}<br />
 +
=====Importing and Exporting Chart of Accounts=====
 +
1. Under Chart of Account Screen, Click Options
 +
 
 +
2. Under Options, The user may Export or Import The Record
 +
 
 +
*When Exporting the records, the user may also use the filter options through tabs for precise searching and exporting of records.
 +
 
 +
[[File:Maintenance - Chart of Account - Export.png|border|center|1500x1500px]]
 +
<br />
 +
 
 +
*When Importing the records, the user should follow the following steps provided in the Importing Chart of Account Screen such as
 +
 
 +
[[File:Maintenance - Chart of Account - Import.png|border|center|1500x1500px]]
 +
<br />
 +
{| class="wikitable" style="margin: auto;" data-ve-attributes="{&quot;style&quot;:&quot;margin: auto;&quot;}"
 +
!'''Field'''
 +
!'''Description'''
 +
!'''Allowed Inputs'''
 +
!'''Restricted Inputs'''
 +
!'''Character Limit'''
 +
!'''Required Field?'''
 +
|-
 +
|1.Account Code
 +
|<span class="ve-pasteProtect" style="color: rgb(34, 34, 34)" data-ve-attributes="{&quot;style&quot;:&quot;color: rgb(34, 34, 34)&quot;}">•Reference Code for the Account</span>
 +
|<span class="ve-pasteProtect" style="color: rgb(34, 34, 34)" data-ve-attributes="{&quot;style&quot;:&quot;color: rgb(34, 34, 34)&quot;}">*Alphanumeric</span><span class="ve-pasteProtect" style="color: rgb(34, 34, 34)" data-ve-attributes="{&quot;style&quot;:&quot;color: rgb(34, 34, 34)&quot;}">*Dash "-"</span>
 +
 
 +
<span class="ve-pasteProtect" style="color: rgb(34, 34, 34)" data-ve-attributes="{&quot;style&quot;:&quot;color: rgb(34, 34, 34)&quot;}">*Underscore "_"</span>
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Other Special Characters
 +
 
 +
Space
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |10
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Yes
 +
|-
 +
|2.Account Name
 +
|<span class="ve-pasteProtect" style="color: rgb(34, 34, 34)" data-ve-attributes="{&quot;style&quot;:&quot;color: rgb(34, 34, 34)&quot;}">•Name of the Account</span>
 +
|<span class="ve-pasteProtect" style="color: rgb(34, 34, 34)" data-ve-attributes="{&quot;style&quot;:&quot;color: rgb(34, 34, 34)&quot;}">*Alphanumeric</span><span class="ve-pasteProtect" style="color: rgb(34, 34, 34)" data-ve-attributes="{&quot;style&quot;:&quot;color: rgb(34, 34, 34)&quot;}">*Special Characters</span>
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |None
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |100
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Yes
 +
|-
 +
|3.[[Account Class]]
 +
|<span class="ve-pasteProtect" style="color: rgb(34, 34, 34)" data-ve-attributes="{&quot;style&quot;:&quot;color: rgb(34, 34, 34)&quot;}">•Class of the Account</span>
 +
|<span class="ve-pasteProtect" style="color: rgb(34, 34, 34)" data-ve-attributes="{&quot;style&quot;:&quot;color: rgb(34, 34, 34)&quot;}">*Account Class List provided in Account Class Maintenance Module</span>
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Any inputs not mentioned in the allowed inputs
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Yes
 +
|-
 +
|4.FS Presentation
 +
|<span class="ve-pasteProtect" style="color: rgb(34, 34, 34)" data-ve-attributes="{&quot;style&quot;:&quot;color: rgb(34, 34, 34)&quot;}">•Presentation of Financial Statements</span>
 +
|<span class="ve-pasteProtect" style="color: rgb(34, 34, 34)" data-ve-attributes="{&quot;style&quot;:&quot;color: rgb(34, 34, 34)&quot;}">*Balance Sheet</span><span class="ve-pasteProtect" style="color: rgb(34, 34, 34)" data-ve-attributes="{&quot;style&quot;:&quot;color: rgb(34, 34, 34)&quot;}">*Income Statement</span>
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Any inputs not mentioned in the allowed inputs
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Yes
 +
|-
 +
|5.Account Type
 +
|<span class="ve-pasteProtect" style="color: rgb(34, 34, 34)" data-ve-attributes="{&quot;style&quot;:&quot;color: rgb(34, 34, 34)&quot;}">•Type of Account</span>
 +
|<span class="ve-pasteProtect" style="color: rgb(34, 34, 34)" data-ve-attributes="{&quot;style&quot;:&quot;color: rgb(34, 34, 34)&quot;}">*Child</span><span class="ve-pasteProtect" style="color: rgb(34, 34, 34)" data-ve-attributes="{&quot;style&quot;:&quot;color: rgb(34, 34, 34)&quot;}">*Parent</span>
 +
 
 +
<span class="ve-pasteProtect" style="color: rgb(34, 34, 34)" data-ve-attributes="{&quot;style&quot;:&quot;color: rgb(34, 34, 34)&quot;}">*Both</span>
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Any inputs not mentioned in the allowed inputs
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Yes
 +
|-
 +
|6.Parent Account Title
 +
|<span class="ve-pasteProtect" style="color: rgb(34, 34, 34)" data-ve-attributes="{&quot;style&quot;:&quot;color: rgb(34, 34, 34)&quot;}">•Parent Account related on the Account</span>
 +
|<span class="ve-pasteProtect" style="color: rgb(34, 34, 34)" data-ve-attributes="{&quot;style&quot;:&quot;color: rgb(34, 34, 34)&quot;}">*Existing Chart of Account Record whose Account Type is "Parent" or "Both"</span><span class="ve-pasteProtect" style="color: rgb(34, 34, 34)" data-ve-attributes="{&quot;style&quot;:&quot;color: rgb(34, 34, 34)&quot;}">*Account Code of the Parent Class provided in the Chart of Account Maintenance Module</span>
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Any inputs not mentioned in the allowed inputs
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |No
 +
|-
 +
|7.Account Nature
 +
|<span class="ve-pasteProtect" style="color: rgb(34, 34, 34)" data-ve-attributes="{&quot;style&quot;:&quot;color: rgb(34, 34, 34)&quot;}">•Nature of Account if it is Debit or Credit</span>
 +
|<span class="ve-pasteProtect" style="color: rgb(34, 34, 34)" data-ve-attributes="{&quot;style&quot;:&quot;color: rgb(34, 34, 34)&quot;}">*Debit</span><span class="ve-pasteProtect" style="color: rgb(34, 34, 34)" data-ve-attributes="{&quot;style&quot;:&quot;color: rgb(34, 34, 34)&quot;}">*Credit</span>
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Any inputs not mentioned in the allowed inputs
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Yes
 
|}
 
|}
Notes:
+
=====Activating Chart of Account Record=====
 +
Chart of Account can be Activated in two ways:
 +
 
 +
*Using drop-down arrow of a record can be used in single record Activation
 +
 
 +
[[File:Maintenance - Chart of Account - Activate1.png|border|center|1500x1500px]]
 +
<br />
 +
 
 +
*Using Activate Button for activating multiple record
 +
 
 +
[[File:Maintenance - Chart of Account - Activate2.png|border|center|1500x1500px]]
 +
<br />
 +
 
 +
=====Deactivating Chart of Account Record=====
 +
Chart of Account can be deactivated in two ways:
 +
 
 +
*Using drop-down arrow of a record can be used in single record deactivation
 +
 
 +
[[File:Maintenance - Chart of Account - Deactivate1.png|border|center|1500x1500px]]
 +
<br />
  
*Detailed instructions on how to edit a Chart of Account, you can visit the Chart of Account Job Aids which can be found [[Chart of Accounts Aids|here]]
+
*Using Deactivate Button for deactivating multiple record
  
=====Chart of Account Options=====
+
[[File:Maintenance - Chart of Account - Deactivate2.png|border|center|1500x1500px]]
[[File:Chart of Account Options.png|center|thumb|Chart of Account Options]]Notes:
 
  
*Detailed instructions on how to Export and Import a Chart of Account, you can visit the Chart of Account Job Aids which can be found [[Chart of Accounts Aids|here]]
 
  
=====Chart of Account Importing Option=====
+
=====Deleting Chart of Account Record=====
[[File:Chart of Account Importing Option.png|center|thumb|Chart of Accounts Importing Option]]Notes:
+
Chart of Account can be deleted in two ways:
  
*Detailed instructions on how to import a Chart of Account, you can visit the Chart of Account Job Aids which can be found [[Chart of Accounts Aids|here]]
+
*Using drop-down arrow of a record can be used in single record deletion
  
 +
[[File:Maintenance - Chart of Account - Delete1.png|border|center|1500x1500px]]
 
<br />
 
<br />
 +
 +
*Using Delete Button for deleting multiple record
 +
 +
[[File:Maintenance - Chart of Account - Delete2.png|border|center|1500x1500px]]
 +
 
=====Chart of Account Record Option=====
 
=====Chart of Account Record Option=====
[[File:Chart of Account Record Option.png|center|thumb|Chart of Account Record Option]]Notes:
+
{| class="wikitable" style="box-sizing: inherit; border-collapse: collapse; border-spacing: 0px; background-color: rgb(248, 249, 250); font-size: 14px; color: rgb(34, 34, 34); margin: auto; border: 1px solid rgb(162, 169, 177); font-family: &quot;Open Sans&quot;, Roboto, arial, sans-serif; font-style: normal; font-variant-ligatures: normal; font-variant-caps: normal; font-weight: 400; letter-spacing: normal; orphans: 2; text-align: start; text-transform: none; white-space: normal; widows: 2; word-spacing: 0px; -webkit-text-stroke-width: 0px; text-decoration-thickness: initial; text-decoration-style: initial; text-decoration-color: initial;"
 +
|+ style="box-sizing: inherit; padding-top: 8px; padding-bottom: 8px; color: rgb(119, 119, 119); text-align: left; font-weight: bold;" |Actions Available base on Chart of Account Record Status
 +
! style="background-color:rgb(234, 236, 240);text-align:center;" |Status
 +
! style="background-color:rgb(234, 236, 240);text-align:center;" |View
 +
! style="background-color:rgb(234, 236, 240);text-align:center;" |Edit
 +
! style="background-color:rgb(234, 236, 240);text-align:center;" |Deactivate
 +
! style="background-color:rgb(234, 236, 240);text-align:center;" |Activate
 +
! style="background-color:rgb(234, 236, 240);text-align:center;" |Delete
 +
|- style="box-sizing: inherit;"
 +
| style="" |'''ACTIVE'''
 +
| style="vertical-align:middle;text-align:center;" |☑
 +
| style="vertical-align:middle;text-align:center;" |☑
 +
| style="vertical-align:middle;text-align:center;" |☑
 +
| style="vertical-align:middle;text-align:center;" |
 +
| style="vertical-align:middle;text-align:center;" |☑
 +
|- style="box-sizing: inherit;"
 +
| style="" |'''INACTIVE'''
 +
| style="vertical-align:middle;text-align:center;" |☑
 +
| style="vertical-align:middle;text-align:center;" |☑
 +
| style="vertical-align:middle;text-align:center;" |
 +
| style="vertical-align:middle;text-align:center;" |☑
 +
| style="vertical-align:middle;text-align:center;" |☑
 +
|}
 +
Notes:
  
 
*Charts of accounts are important when creating or editing the following Module since it needs accounting details to proceed with the transaction
 
*Charts of accounts are important when creating or editing the following Module since it needs accounting details to proceed with the transaction
 
**[[Accounts Payable]]
 
**[[Accounts Payable]]
 
**[[Accounts Receivable]]
 
**[[Accounts Receivable]]
**[[Debit Memo]]
+
**[[Disbursement Voucher]]
**[[Credit Memo]]
+
**[[Journal Voucher]]
 +
**[[Petty Cash]]
 +
**[[Payment Voucher]]
 +
**[[Receipt Voucher]]
  
 
*The list of accounts can be used as long as its status is '''ACTIVE'''
 
*The list of accounts can be used as long as its status is '''ACTIVE'''
 +
*The user has an option to Edit the details when viewing the record.
 
*'''INACTIVE''' accounts cannot be used in the transaction but the '''INACTIVE''' accounts on the past transactions can still use it.
 
*'''INACTIVE''' accounts cannot be used in the transaction but the '''INACTIVE''' accounts on the past transactions can still use it.
 +
*Activating/Deactivating and Deleting of Records can be done in two ways.
 +
**For single records, the user may use the drop down arrow then the action that need to perform.
 +
**For multiple records, the user may tick the records then click the action button that need to perform
 +
***Click the Yes in the confirmation to proceed on the action taken.
  
*Detailed instructions on how to View, Edit, Deactivate/Activate and delete a Chart of Account, you can visit the Chart of Account Job Aids which can be found [[Chart of Accounts Aids|here]]
+
{| class="wikitable" style="margin: auto;"
 
 
<br />
 
=====Chart of Account View Record=====
 
[[File:Chart of Account View Record.png|center|thumb|Chart of Account View Record]]Notes:
 
 
 
*The user has an option to Edit the details when viewing the record.
 
 
 
*Detailed instructions on how to view a Chart of Account, you can visit the Chart of Account Job Aids which can be found [[Chart of Accounts Aids|here]]
 
 
 
 
 
<br />
 
{| class="wikitable"
 
 
|+Categories:
 
|+Categories:
 
! colspan="2" |'''Modules'''
 
! colspan="2" |'''Modules'''
 
|-
 
|-
 
|Maintenance
 
|Maintenance
|[[Maintenance]]<nowiki> | </nowiki>[[Chart of Account]]<nowiki> | </nowiki>[[Account Class]]<nowiki> | </nowiki>[[Account Codes]]
+
|[[Maintenance]]<nowiki> | </nowiki>[[Account Class]]<nowiki> | </nowiki>[[Account Codes]]<nowiki> | </nowiki>[[ATC Code]]<nowiki> | </nowiki>[[Item Class]]<nowiki> | </nowiki>[[Item Master]]<nowiki> | </nowiki>[[Proforma]]<nowiki> | </nowiki>[[Tax]]
 
|-
 
|-
 
|Financials
 
|Financials
|[[Accounts Payable]]<nowiki> | </nowiki>[[Accounts Receivable]]<nowiki> | </nowiki>[[Credit Memo]]<nowiki> | </nowiki>[[Debit Memo]]
+
|[[Accounts Payable]]<nowiki> | </nowiki>[[Accounts Receivable]]<nowiki> | </nowiki>[[Disbursement Voucher]]<nowiki> | </nowiki>[[Journal Voucher]]<nowiki> | </nowiki>[[Petty Cash]]<nowiki> | </nowiki>[[Payment Voucher]]<nowiki> | </nowiki>[[Receipt Voucher]]
|-
 
| colspan="2" style="vertical-align:middle;text-align:center;" |'''Job Aid Modules'''
 
 
|-
 
|-
|Maintenance Aids
+
| colspan="2" style="vertical-align:middle;text-align:center;" |'''Reports'''
|[[Chart of Accounts Aids]]<nowiki> | </nowiki>[[Account Codes Aids]]
 
 
|-
 
|-
|Financials Aids
+
|Financial Statements
|[[Accounts Payable Aids]]<nowiki> | </nowiki>[[Accounts Receivable Aids]]<nowiki> | </nowiki>[[Credit Memo Aids]]<nowiki> | </nowiki>[[Debit Memo Aids]]
+
|[[Balance Sheet]]<nowiki> | </nowiki>[[Income Statement]]
 
|}
 
|}
 +
[[Category:Maintenance]]

Latest revision as of 10:01, 12 April 2022

Chart of Account

A chart of accounts is a list of the categories used by an organization to classify and distinguish financial assets, liabilities, and transactions

Chart of Account Record List
Maintenance - Chart of Account - Record List.png


Adding Chart of Account
  1. Click Chart of Account under Maintenance Module
  2. Under Chart of Account Menu Screen, Click Add Chart of Account
  3. Fill out the necessary fields then click Save. Note: Fields with * are require fields
Maintenance - Chart of Account - Add.png


Field Description Allowed Inputs Restricted Inputs Character Limit Required Field?
1.Account Code •Reference Code for the Account *Alphanumeric*Dash "-"

*Underscore "_"

Other Special Characters

Space

10 Yes
2.Account Name •Name of the Account *Alphanumeric*Special Characters None 100 Yes
3.Account Class •Class of the Account *Account Class List provided in Account Class Maintenance Module Any inputs not mentioned in the allowed inputs N/A Yes
4.FS Presentation •Presentation of Financial Statements *Balance Sheet*Income Statement Any inputs not mentioned in the allowed inputs N/A Yes
5.Account Type •Type of Account *Child*Parent

*Both

Any inputs not mentioned in the allowed inputs N/A Yes
6.Parent Account Title •Parent Account related on the Account *Existing Chart of Account Record whose Account Type is "Parent" or "Both"*Account Code of the Parent Class provided in the Chart of Account Maintenance Module Any inputs not mentioned in the allowed inputs N/A No
7.Account Nature •Nature of Account if it is Debit or Credit *Debit*Credit Any inputs not mentioned in the allowed inputs N/A Yes

Notes:

  • When creating a Chart of Accounts, account class field is required, make sure to check the Account Class module first when creating a Chart of Accounts
Viewing Chart of Account
  1. Click Chart of Account under Maintenance Module
  2. Select a Chart of Account that needs to view its details. Click the drop-down arrow then click View.
  3. The user has an option to Edit the Chart of Account upon viewing it.
Maintenance - Chart of Account - View.png


Editing Chart of Account
  1. Click Chart of Account under Maintenance Module
  2. Select a Chart of Account that needs to update its details. Click the drop-down arrow then click Edit.
  3. Update the necessary fields then click Save.
Maintenance - Chart of Account - Edit.png


Field Description Allowed Inputs Restricted Inputs Character Limit Required Field?
1.Account Code •Reference Code for the Account *Alphanumeric*Dash "-"

*Underscore "_"

Other Special Characters

Space

10 Yes
2.Account Name •Name of the Account *Alphanumeric*Special Characters None 100 Yes
3.Account Class •Class of the Account *Account Class List provided in Account Class Maintenance Module Any inputs not mentioned in the allowed inputs N/A Yes
4.FS Presentation •Presentation of Financial Statements *Balance Sheet*Income Statement Any inputs not mentioned in the allowed inputs N/A Yes
5.Account Type •Type of Account *Child*Parent

*Both

Any inputs not mentioned in the allowed inputs N/A Yes
6.Parent Account Title •Parent Account related on the Account *Existing Chart of Account Record whose Account Type is "Parent" or "Both"*Account Code of the Parent Class provided in the Chart of Account Maintenance Module Any inputs not mentioned in the allowed inputs N/A No
7.Account Nature •Nature of Account if it is Debit or Credit *Debit*Credit Any inputs not mentioned in the allowed inputs N/A Yes


Importing and Exporting Chart of Accounts

1. Under Chart of Account Screen, Click Options

2. Under Options, The user may Export or Import The Record

  • When Exporting the records, the user may also use the filter options through tabs for precise searching and exporting of records.
Maintenance - Chart of Account - Export.png


  • When Importing the records, the user should follow the following steps provided in the Importing Chart of Account Screen such as
Maintenance - Chart of Account - Import.png


Field Description Allowed Inputs Restricted Inputs Character Limit Required Field?
1.Account Code •Reference Code for the Account *Alphanumeric*Dash "-"

*Underscore "_"

Other Special Characters

Space

10 Yes
2.Account Name •Name of the Account *Alphanumeric*Special Characters None 100 Yes
3.Account Class •Class of the Account *Account Class List provided in Account Class Maintenance Module Any inputs not mentioned in the allowed inputs N/A Yes
4.FS Presentation •Presentation of Financial Statements *Balance Sheet*Income Statement Any inputs not mentioned in the allowed inputs N/A Yes
5.Account Type •Type of Account *Child*Parent

*Both

Any inputs not mentioned in the allowed inputs N/A Yes
6.Parent Account Title •Parent Account related on the Account *Existing Chart of Account Record whose Account Type is "Parent" or "Both"*Account Code of the Parent Class provided in the Chart of Account Maintenance Module Any inputs not mentioned in the allowed inputs N/A No
7.Account Nature •Nature of Account if it is Debit or Credit *Debit*Credit Any inputs not mentioned in the allowed inputs N/A Yes
Activating Chart of Account Record

Chart of Account can be Activated in two ways:

  • Using drop-down arrow of a record can be used in single record Activation
Maintenance - Chart of Account - Activate1.png


  • Using Activate Button for activating multiple record
Maintenance - Chart of Account - Activate2.png


Deactivating Chart of Account Record

Chart of Account can be deactivated in two ways:

  • Using drop-down arrow of a record can be used in single record deactivation
Maintenance - Chart of Account - Deactivate1.png


  • Using Deactivate Button for deactivating multiple record
Maintenance - Chart of Account - Deactivate2.png


Deleting Chart of Account Record

Chart of Account can be deleted in two ways:

  • Using drop-down arrow of a record can be used in single record deletion
Maintenance - Chart of Account - Delete1.png


  • Using Delete Button for deleting multiple record
Maintenance - Chart of Account - Delete2.png
Chart of Account Record Option
Actions Available base on Chart of Account Record Status
Status View Edit Deactivate Activate Delete
ACTIVE
INACTIVE

Notes:

  • The list of accounts can be used as long as its status is ACTIVE
  • The user has an option to Edit the details when viewing the record.
  • INACTIVE accounts cannot be used in the transaction but the INACTIVE accounts on the past transactions can still use it.
  • Activating/Deactivating and Deleting of Records can be done in two ways.
    • For single records, the user may use the drop down arrow then the action that need to perform.
    • For multiple records, the user may tick the records then click the action button that need to perform
      • Click the Yes in the confirmation to proceed on the action taken.
Categories:
Modules
Maintenance Maintenance | Account Class | Account Codes | ATC Code | Item Class | Item Master | Proforma | Tax
Financials Accounts Payable | Accounts Receivable | Disbursement Voucher | Journal Voucher | Petty Cash | Payment Voucher | Receipt Voucher
Reports
Financial Statements Balance Sheet | Income Statement