Chart of Account

Maintenance | Account Class | Account Codes | ATC Code | Tax

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

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

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.

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.

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.

• When Importing the records, the user should follow the following steps provided in the Importing Chart of Account Screen such as

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

• Using Activate Button for activating multiple record

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

• Using Deactivate Button for deactivating multiple record

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

• Using Delete Button for deleting multiple record

Chart of Account Record Option

Actions Available base on Chart of Account Record Status

Status	View	Edit	Deactivate	Activate	Delete
ACTIVE	☑	☑	☑		☑
INACTIVE	☑	☑		☑	☑

Notes:

• 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 Receivable
  • Disbursement Voucher
  • Journal Voucher
  • Petty Cash
  • Payment Voucher
  • Receipt Voucher

• 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.