Chart of Account

Maintenance | Account Class | Account Codes

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

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.

Field	Description	Expected Values
1.Account Code	•Reference Code for the Account	•Alphanumeric
2.Account Name	•Name of the Account	•Alphanumeric
3.Account Class	•Class of the Account	•Account Class List provided in Account Class Maintenance Module
4.FS Presentation	•Presentation of Financial Statements	•Balance Sheet/Income Statement
5.Account Type	•Type of Account	•Child/Parent/Both
6.Parent Account Title	•Parent Account related on the Account	•Parent Account Title List
7.Account Nature	•Nature of Account if it is Debit or Credit	•Debit/Credit

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
• Detailed instructions on how to create a Chart of Account, you can visit the Chart of Account Job Aids which can be found here

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	Expected Values
1.Account Code	•Reference Code for the Account	•Alphanumeric
2.Account Name	•Name of the Account	•Alphanumeric
3.Account Class	•Class of the Account	•Account Class List provided in Account Class Maintenance Module
4.FS Presentation	•Presentation of Financial Statements	•Balance Sheet/Income Statement
5.Account Type	•Type of Account	•Child/Parent/Both
6.Parent Account Title	•Parent Account related on the Account	•Parent Account Title List
7.Account Nature	•Nature of Account if it is Debit or Credit	•Debit/Credit

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
  • Downloading the template link provided under Step 1.
  • Filling up the information needed for each columns of the template
  • Uploading the updated Template

Chart of Account Import Details

Field	Description	Allowed Inputs	Input Restrictions	Required Field?
1.Account Code	Reference Code for the Account	*Alphanumeric *Dash ""-"" *Underscore ""_""	*Up to 15 characters *Other Special Characters *Space"	Yes
2.Account Name	Name of the Account	*Alphanumeric *Special Characters	*Up to 200 characters	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	Yes
4.FS Presentation	Presentation of Financial Statements	*Balance Sheet *Income Statement	*Any inputs not mentioned in the allowed inputs	Yes
5.Account Type	Type of Account	*Child *Parent *Both	*Any inputs not mentioned in the allowed inputs	Yes
6.Parent Account	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	No
7.Account Nature	Nature of Account if it is Debit or Credit	*Debit *Credit	*Any inputs not mentioned in the allowed inputs	Yes

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.