Chart of Accounts
Accounting – Chart of Accounts
This form is used to create analytical accounts only (synthetic accounts are defined by law). The standard chart of accounts is fixed and loaded according to the type of organization — it differs for businesses and for non-profit/contributory organizations. When a value is selected in the Synthetic Account field, the record header is automatically populated with values in the Account Number field (analytical account; the value can be overwritten) and the Name field, and the Basic Information tab is populated with values in the Account Type and Account Kind fields.
General information about code lists can be found in the Code Lists chapter.
You can open the list from the "Accounting" menu under the "Chart of Accounts" option.
The top toolbar contains a number of buttons whose functions are described in the dedicated chapter "Program Controls".
Main Panel
Press the "New" button or the keyboard shortcut Alt+N to open the form for a new record.
The top toolbar of the form contains a number of buttons whose functions are described in the dedicated chapter "Program Controls".
Synthetic Account
Manually or using the lookup icon, select a three-digit synthetic account number from the standard chart of accounts.
Account Number
After filling in the synthetic account, a six-digit account number is automatically populated here, with an analytical suffix that follows on from the previous account in the chart of accounts. The number can of course be overwritten.
Name
After filling in the synthetic account, the account name is automatically populated here according to the standard chart of accounts. The field can contain up to 255 characters, so you can supplement this name according to your own requirements.
If you have set up foreign languages in the initial setup, pressing the "+" button allows you to fill in the "Name" field in the selected foreign languages. These language variants of the name are printed on documents when foreign-language printing is used. Press the "-" button to close the foreign-language name fields.
"Basic Information" Tab
Some values in this tab are pre-filled with values from the standard chart of accounts. An exception is account 221 – Bank Accounts, where the "Account Kind" field must be filled in manually. The "Tax" and "Currency" fields are also not pre-filled.
Account Type
This value is transferred from the standard chart of accounts from the Account Type field and cannot be modified. A precise description of this value is also provided there.
Account Kind
This value is transferred from the standard chart of accounts from the Account Kind field and cannot be modified. A precise description of this value is also provided there.
An exception is account 221 – Bank Accounts, which in the standard chart of accounts has the value "active+passive (choice)" in the "Account Kind" field. This is because it is possible to have both a current account and an overdraft account open, and it is therefore up to the user to select the appropriate kind for this account in the chart of accounts themselves.
Account 221 – the active/passive selection affects the generation of the balance sheet. The account will be assigned to assets or liabilities based on this setting. If the "Account Kind" is not filled in, it is necessary to manually select the line to which the account belongs when calculating the balance sheet.
Tax
The value of this field is relevant for Account Type = income statement account. By checking this field, you indicate whether the balance on this account belongs to tax-deductible costs and revenues or not. This value is important for the user, who can then easily identify accounts that are not tax-deductible when preparing a tax return.
Balance
This value is always editable. More detailed information can be found in the standard chart of accounts under the entry "Track Balance".
If the standard chart of accounts has Track Balance checked on the Basic Information tab, this value will be transferred here as well.
Currency
This value is not filled in automatically, which means that accounts are maintained in the currency of the country you set when creating the company. If you manually or using the lookup select a different currency from the currencies list for a specific account, that account will be displayed in reports in both currencies.
"Texts" Tab
The "Texts" tab is present in all code lists and all lists. It contains two fields where you can enter data according to your own needs. Filling them in is not mandatory.
Description
You can provide a more detailed description.
Note
The note is used to alert users to any special characteristics of the record or to highlight anything other users should be aware of when working with the record.
"Administration" Tab
This tab can only be filled in for records that you add yourself.
The "Administration" tab contains information about the time validity and visibility of the given record in the code list (list). The validity of a record is specified as a range of calendar years. Within the specified range of years the record is valid; outside of it, the record is not valid and will not be displayed in the code list at all. By restricting validity, you ensure that users are not slowed down by having to scroll through obsolete records during routine use of the code list.
Because time validity is tied to calendar years, it does not correspond to fiscal accounting periods.
Valid From
The calendar year from which the record becomes valid.
Valid To
The calendar year in which the record's validity ends.
If you require the record to have unlimited validity, do not change the default value of "0" in the Valid From field and "9999" in the Valid To field. The record will then be usable in all calendar years and will appear in the list in every calendar year.
If you set both the Valid From and Valid To fields to "2016", the record will only be usable in the year 2016 — i.e., it will only be visible in the list during that year (see accounting period in the sidebar navigation header).