We have built the system in such a way that you will have most if not all account codes necessary by default. However, we understand the potential need of new codes at any given time, this is why we allow you to do the following:
· Create a new general ledger code.
· Edit any codes.
· Delete any user-created codes (If there have been no transactions posted),
· Deactivate codes.
Understanding the Chart of Accounts Screen
The chart of accounts section can be found by going to Financial Accounting -> Chart of Accounts.
The home screen will look like the below:
You are able to view all the account codes created within the system on this page. You can view Category the code sits under, the numerical code, account name and a description is given.
Please Note - The codes in red cannot be deactivated or deleted as these are critical for the automatic postings used throughout the software.
The home page contains a quick search filter, highlighted below. This allows you to quickly find an account code in the system!
The screen will highlight the account code a certain colour as you can see in the screenshot above.
Red - An account code in red is a critical code for the automated postings and therefore cannot be deactivated.
Blue - An account code in blue is a user created code and can be edited or deactivated. (They can also be deleted if no transactions have been posted)
Clear - An account code that isn't highlighted is a system default code and can be edited or deactivated.
There is also an action column, see the table below of each feature, As with everything, we are constantly looking to improve features so check back after future releases for any new features!
Creating A Code
Once you are on the main chart of accounts, you can create a new code. Click the 'Create' button highlighted below.
The screen will open up, allowing you to enter the details for this new account code.
Category - This is a dropdown containing all possible categories. Please select the most applicable one.
Account Code - This is a free type box that allows you to determine the account code. You can have letters and numbers up to 7 characters.
Account Name - This is a free type box that allows you to determine the account name.
Default VAT - This is a dropdown with all applicable VAT options.
Description - Enter a description that best suits the account code. It isn't required for creation but may be useful for locating the code.
Once you're happy with the code, select the highlighted 'Submit' button, and you have created a new account code! You should now see it appear in the list, as shown below.
