Chart of Accounts

Form ID: (GL202500)

You use this form to create and maintain the structure of accounts specific to your company. You specify the type of each general ledger account: Asset, Liability, Income, or Expense. You also can assign accounts to account classes, which can be used for information grouping and sorting for reports and inquiries. For more information about accounts, see Chart of Accounts.

Note:

Before you create your chart of accounts on this form, make sure you have created the account classes on the Account Classes (GL202000) form. Also, you should consider your organizational structure and then configure the account and subaccount identifiers on the Segmented Keys (CS202000) form by using the designated segmented keys.

Form Toolbar

The toolbar includes standard buttons and buttons that are specific to this form. For the list of standard buttons, see Form Toolbar and More Menu. The form-specific button is described below.


Button	Description
Manage Restriction Groups	Navigates to the Restriction Groups by GL Account (GL104020) form and displays the list of restriction groups associated with the account. You can add the account to the selected restriction groups. This button is available only if the Row-Level Security feature is enabled on the Enable/Disable Features (CS100000) form.

Table

This table lists all the general ledger accounts configured in the system.


Column	Description
Account	Required. The unique identifier of the general ledger account in the system. While specifying the values in segments, you can use the validation function, which means you can select a value for each segment from the list of existing values. For details, see Segmented Keys (CS202000) and Account Identification.
Account Class	The account class to which the account is assigned. Account classes are used for convenient grouping, sorting, and filtering of the information associated with general ledger accounts in reports and inquiries. Important: We recommend that only accounts of the same type be grouped into an account class. Retrieving data of an account class that includes accounts of different types to be displayed in a single row of an analytical report may lead to unexpected results.
Type	The type of account, which is one of the following four types: Asset, Liability, Income, or Expense. You can change the type for an account to which transactions have been posted. You can substitute the Income and Expense types for each other, and can substitute the Asset and Liability types for each other. Note: By default, the ability to change account type is granted to only users that are assigned to the Financial Supervisor role on the User Roles (SM201005) form. If you change the account type and click Save, the system displays a warning message that financial statements may be affected. Also, if this account has corresponding project transactions, the system runs the process of recalculating project balances. Note: Changes in types of account do not affect the calculation of amounts posted to the Retained Earnings and YTD Net Income accounts.
Active	A check box that indicates (if selected) that the account is active. An inactive account does not appear in the drop-down lists of accounts available for selection on data entry forms. You should clear the check box if the account is no longer used.
Description	An alphanumeric string of up to 60 characters that describes the account.
Control Account Module	The identifier of the subledger for which the account is used as a control account. The options available for selection depend on the features enabled on the Enable/Disable Features (CS100000) form: AP, AR, and TX are always available. FA is available if the Fixed Asset Management feature is enabled. DR is available if the Deferred Revenue Management feature is enabled. IN, SO, and PO are available if the Inventory and Order Management feature is enabled. The box is unavailable if the Cash Account check box is selected. For more information on control accounts, see Control Accounts: General Information.
Allow Manual Entry	A check box that indicates (if selected) that users can post transactions directly to this control account. This check box is available for selection only for control accounts (that is, for accounts for which a subledger is specified in the Control Account Module column). For a control account, if this check box is cleared, users cannot post transactions directly to this account; only transactions generated in the subledger specified in the Control Account Module column can be posted.
Require Units	A check box that indicates (if selected) that every transaction posted to this account should have quantities and units of measure specified. Note: This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Table Layout: Process Activity.
Use Default Subaccount	A check box that indicates (if selected) that if this account is selected on a data entry form, in the Subaccount element of that form, the system inserts the default subaccount. The default subaccount is specified in the Default Subaccount box on the General Ledger Preferences (GL102000) form. This column appears on the form only if the Subaccounts feature is enabled on the Enable/Disable Features (CS100000) form.
Post Option	The way transactions created in other parts of the system are posted to this account. Two options are available: Summary (default): Transaction amounts can be summarized for posting to the account (and subaccount, if applicable). If the Post Summary on Updating GL check box is cleared on the preferences form of a particular subledger, the Summary setting will be ignored for the account (and subaccount); the transactions will be posted separately to this account (and subaccount). That is, the summarized transaction amounts will be posted to this account (and subaccount) only if both the Summary option is specified for the account and the Post Summary on Updating GL check box is selected on the preferences form of the applicable subledger. Detail: Each transaction will be posted to this account (and subaccount, if applicable) separately. If you select this option, it overrides the Post Summary on Updating GL setting specified on the preferences forms of other subledgers. If the Cash Account check box is selected for this account, the Detail option is selected by default and is not available for editing.
COA Order	An integer indicating the order in which the account appears in the list of all accounts on general ledger reports and on income statements and balance sheets. This column appears only if the Custom Chart of Accounts Order option button is selected on the General Ledger Preferences (GL102000) form (under Chart of Accounts Order).
Consolidation Account	The general ledger account from the parent company's chart of accounts to which the balance of the account will be exported during the consolidation process. This value is not validated, and no input mask can be used here. This column is available only if the General Ledger Consolidation feature is enabled on the Enable/Disable Features (CS100000) form. You can select the account in this column only if the synchronization of the parent company with the current company has been performed on the Consolidation (GL103000) form of the parent company. For details, see GL Consolidation: General Information.
Currency	The currency of denomination used for the account. If the box is blank, the base currency is used for the account. Denominated general ledger accounts cannot be used as source or destination accounts for general ledger allocations. You can cancel currency denomination by clearing this box. This column is available only if the Multicurrency Accounting feature is enabled on the Enable/Disable Features (CS100000) form.
Cash Account	A check box that indicates (if selected) that the account has a cash account or multiple cash accounts linked to it. This check box is selected when you link the account on the Cash Accounts (CA202000) form.
Secured	A check box that indicates (if selected) that the account is included in at least one restriction group. The system selects this check box when you include the account in the restriction group.
Revaluation Rate Type	The exchange rate type that should be used for the account when revaluation is performed. A value is required only for accounts denominated in a foreign currency. This column appears on the form only if the Multicurrency Accounting feature is enabled on the Enable/Disable Features (CS100000) form.
Account Group	The account group that includes this account. Account groups are created on the Account Groups (PM201000) form. For more information, see Account Groups: General Information. This column appears on the form if the Projects feature is enabled on the Enable/Disable Features (CS100000) form.
Tax Category	The tax category for the selected account. When you create a journal transaction manually on the Journal Transactions (GL301000) form, based on this tax category, the taxable amount will be calculated for the journal entry. Note: The type of the account must correspond to the type of the tax specified in the tax category. For example, a tax category representing a sales tax cannot be associated with an expense account, and a tax category representing a value-added tax (VAT) accumulated on purchases cannot be associated with an income account. This column appears on the form only if the Tax Entry from GL Module feature is enabled on the Enable/Disable Features (CS100000) form.