Chart of Accounts - Documentation Acosys

Used By

accounting or finance staff

Data Type

master

Search Keys

Code, Name

When to Use This Form

When the company starts setting up its account structure or tidies up an existing COA.
When there is a new account for cash/bank, receivables, payables, inventory, revenue, expenses, or another control account.
When an account category needs correcting so journals and financial reports read correctly.

Before You Start

Prepare the COA structure first, including the parent account codes and the detail accounts.
Make sure the accounts to be used in transactions are not group accounts.
Check the account category and type before saving, because both affect the account's position in the financial reports.

Workflow

Open Finance / Journals & Period / Chart of Accounts.
Enter the account code following the company's COA pattern, for example by asset, liability, equity, revenue, or expense group.
Enter the account name using the term the finance team normally uses so it is easy to recognize during transaction entry.
Select the account group if this account sits under a parent account, then set the appropriate account category and type.
Turn on the Is Group option only for parent accounts that are not used directly in transactions.
Save, then re-check the account's position in the list or related reports.

Key Fields

Field	Explanation for Users	Status
Code `id`	The account code is the main identifier in the COA. Use a consistent pattern so the account order stays tidy and easy to search.	Required
Name `name`	The account name appears in transactions, journals, and reports. Use clear terms for the finance team.	Required
Account Group `accountgroup`	Account Group links a detail account to its parent account. Leave it empty if the account is at the top level.	Optional
Account Category `accountcategory`	Account Category determines the report group: asset, liability, equity, revenue, or expense.	Required
Account Type `accounttype`	Account Type describes the function of the account, for example cash/bank, receivable, inventory, trade payable, revenue, COGS, or expense.	Required
Last Modified `updatetimestamp`	Last Modified is filled in automatically by the application as a trail of data changes.	Optional

Details and Relations

This form has no detail table. All account information is saved from the main fields.

What Happens After Saving

Non-group accounts can be selected in transactions, settings, and journal processes that need an account.
An account name change is also visible when users read old transactions and historical reports.
Account category and type affect the presentation of the Balance Sheet, Profit/Loss, and other financial reports.
If any data is not valid, the application rejects the save and shows a validation message.

Common Problems

Account cannot be saved: check the code, name, category, account type, and the validation message shown.
Account does not appear when selected in a transaction: make sure it is not a group account and the user has the appropriate access rights.
Duplicate account code: tidy up the numbering pattern before creating a new account.
Financial report is wrong: re-check the account category and type, especially for control accounts such as cash/bank, receivables, payables, inventory, COGS, and revenue.

Available Fields

The following list summarizes the fields available on the form. Audit fields are still listed so they are easy to look up during training or support.

Field	Explanation for Users	Status
Code `id`	The account code is the main identifier in the COA. Use a consistent pattern so the account order stays tidy and easy to search.	Required
Name `name`	The account name appears in transactions, journals, and reports. Use clear terms for the finance team.	Required
Account Group `accountgroup`	Account Group links a detail account to its parent account. Leave it empty if the account is at the top level.	Optional
Account Category `accountcategory`	Account Category determines the report group: asset, liability, equity, revenue, or expense.	Required
Account Type `accounttype`	Account Type describes the function of the account, for example cash/bank, receivable, inventory, trade payable, revenue, COGS, or expense.	Required
Is Group `isgroup`	Is Group marks a parent account. Such accounts are used for grouping, not for direct transaction entry.	Optional
Created By `usercreate`	Created By is filled in automatically by the application to show who first created the data.	Optional
Modified By `useredit`	Modified By is filled in automatically by the application when the data is updated.	Optional
Last Modified `updatetimestamp`	Last Modified is filled in automatically by the application as a trail of data changes.	Optional

User Checklist

The account code follows the company's COA pattern. The account name is easy for transaction users and the finance team to understand. Group, category, and account type are correct. Group accounts are not used for direct transactions.

Menu Location

Finance / Journals & Period / Chart of Accounts
/form/account

Quick Add from the Search Field

If the icon + appears next to a search field, you can add a reference account directly from this form without interrupting the COA setup.

Account

Available mainly on the field Account Group. If the parent account you want to use does not exist yet, click + to create a new account, then select it again in the COA structure being built.