The Chart of accounts is a list of all accounts available in the system.
If the integration has not been set up, the user can:
Users can
Upload the Chart of accounts as an excel file - click the Choose file button. When a file is uploaded, a dialogue window appears "Do you want to override or to extend the existing Chart of accounts" - options "Override" "Extend"
import the Chart of accounts via API. A warning appears "Current Chart of accounts will be overridden."
edit a new or previously added Chart of accounts manually.
When the user opens the Chart of accounts page, they see the action buttons and the Accounts grid
Field | Required | Type | Description | Comment |
|---|---|---|---|---|
Choose file | No | Button | Upload the Chart of Accounts from an excel file | Hidden if API import is set up |
Download template | No | Button | Excel template of the Chart of Accounts | |
Add | No | Button | Add new account | |
Download chart of account | No | Button | Download the current Chart of Accounts to the excel file | |
Sync accounts | No | Button | Receive Accounts via API | Hidden if API import is not set |
Hide all | No | Button | Make all accounts hidden | |
Search | - | Search | Search accounts by name or code | |
Save | No | Button | Save changes | |
Last update | Yes | Label string | Date/Time/Username of uploading Chart of account or receiving via API |
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"Chart of Accounts" grid
Field | Type | Required | Description | Comments |
|---|---|---|---|---|
Account code | Input string | Yes | Account code | for API not modifieble |
Account description | Input string | No | Account description | |
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Actions | Button | No | Edit, Delete
Once User presses Edit Button, the dialogue window opens. Once User presses Delete Button the confirmation window opens 'Do you really want to delete account <account code> - < account name>? | Hidden for API update |
Add | Button | No | Add new account | |
Hidden | Checkbox | No | if chosen, Account is not visible in the Journal settings > Account code dropdown | empty by default |
Hide deleted accounts | Button | No | Hide deleted accounts from UI |
"Add/Edit Account' Window
Field | Type | Required | Description | Comments |
|---|---|---|---|---|
Add account | Labe string | Header | only for Add Account window | |
Edit account | Labe string | Header | only for Edit Account window | |
Code | Input string | Yes | Account code | for API not modifieble |
Name | Input string | Yes | Account name | |
Description | Input string | No | Account description |
Excel Template:
Chart of account template.xlsx
Check Accounts of all Journals in the Created Batches
As mentioned, the batches are created in compliance with the settings of the Journals available in the "Journal settings" section. There might appear a situation when the Chart of accounts was edited after the Journal settings had been defined, and some of the account used in a journal were marked as deleted. Therefore,
When the account is deleted (User clicks 'Delete') warning message appears. 'Account is used in one or more journals. Are you sure you want to delete it?'
If Account has not been received by API or User chose "Override' and account is not in the Excel file or User chose to delete account in the case above, then Banner is shown in the Accounting and Journal settings tabs "One or more accounts used in the Journals were deleted". On the Journal settings tab , deleted account code, and Account description should be highlighted.
when a batch is being created, either manually or automatically for which account is missing, the batch is not created, Error message is displayed. Banner is shown on the Accounting page "One or more accounts used in the batch were deleted".