Setting Up the Chart of Accounts
The Chart of Accounts is the foundation of your accounting system. It lists every account in your general ledger organized into a hierarchy of classes, types, and individual accounts. This guide shows you how to navigate and configure it.
Opening the Chart of Accounts
Navigate to Business > Chart of Accounts from the main menu. The form requires the FIN_VIEW_COA permission.
Understanding the Grid
The Chart of Accounts displays as a hierarchical grid with the following columns:
| Column | Description |
|---|---|
| In Use | Checkbox indicating whether the account is active |
| Account Code | Optional alphanumeric code for the account |
| Account Name | The display name, indented to show parent-child relationships |
| Type Name | The account type (for example, Current Assets, Revenue) |
| Class Name | The account class (Assets, Liabilities, Equity, Income, Costs/Expenses) |
| Balance | The current account balance |
Accounts are indented based on their level in the hierarchy. A sub-account appears indented beneath its parent account.
Location Filtering
The toolbar contains a Location dropdown. When you select a specific location:
- Balances are recalculated on the fly using only transactions associated with that location
- This lets you see how much revenue, expenses, or assets each store contributes
When set to All Locations, the balance shown is the aggregate stored balance from the chart_master table.
Show All Accounts
By default, accounts marked as not in use are hidden. Click the Show All Accounts toggle button to reveal inactive accounts. This is useful when you need to reactivate an old account or review your full chart.
Toolbar Actions
- New Account — Opens the account creation form (requires FIN_MANAGE_COA)
- Refresh — Reloads the account list and recalculates balances
- Show All Accounts — Toggles visibility of inactive accounts
Right-Click Context Menu
Right-clicking on an account row reveals additional options:
- New Account — Create a new top-level account
- New Sub-Account — Create a child account under the selected account
- Edit Account — Modify the selected account's details
- Account Transactions — Open the transaction history for the selected account (requires FIN_VIEW_TRANSACTIONS)
- Refresh Accounts — Reload the grid
- Repair Account Balances — Recalculate the balance from transaction history (requires FIN_REPAIR_BALANCES)
- Refresh All Balances — Recalculate balances for all accounts
Default Accounts
AccuArk ships with a set of common accounts preconfigured in the seed database. These include standard accounts like Cash, Accounts Receivable, Accounts Payable, Sales Revenue, and common expense categories. You can modify these accounts or add new ones to match your business needs.
Tips
- Use account codes for faster identification. A common numbering scheme uses 1000-1999 for Assets, 2000-2999 for Liabilities, 3000-3999 for Equity, 4000-4999 for Income, and 5000+ for Expenses.
- Create sub-accounts to break down broad categories. For example, under Utilities Expense you might have Electric, Water, and Internet as sub-accounts.
- Deactivate instead of deleting accounts that are no longer needed. This preserves historical transaction data while keeping the active chart clean.