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Add or edit a ledger account

You can extend your Chart of Accounts with your own ledger accounts, and edit, archive or delete the accounts you are allowed to change. This guide covers each of those actions.

Add or edit a ledger account

You can extend your Chart of Accounts with your own ledger accounts, and edit, archive or delete the accounts you are allowed to change. This guide covers each of those actions.

Before you begin

  • You need to be signed in with the organisation selected.
  • Go to Settings → Chart of Accounts.
stateDiagram-v2
    [*] --> Active: Add Account
    Active --> Archived: Archive
    Archived --> Active: Restore
    Active --> [*]: Delete (only if unused)
    Archived --> [*]: Delete (only if unused)

Add an account

  1. On the Chart of Accounts page, select Add Account.
  2. Fill in the form:
    • Account Code — a unique code (required). It is uppercased automatically and can be up to 32 characters.
    • Account Name — what the account is called (required).
    • Description — an optional note.
    • Account Type — Asset, Liability, Equity, Income or Expense (required). This determines where the account sits on your statements and its normal balance direction.
    • Postable — leave this on so transactions can be posted directly to the account.
    • Display Order — an optional number that controls where the account appears in the list.
  3. Select Create Account.

Note: Account codes must be unique within your organisation. If you enter a code that is already in use you will be asked to choose another.

Edit an account

  1. On the Chart of Accounts page, select the pencil (Edit) button next to the account.
  2. Change the fields you need, then select Save Changes.

The top of the edit page shows the account's Type, Normal Balance, whether it appears on the Balance Sheet or Profit & Loss, and its Status.

Some accounts are partly locked:

  • Control and system accounts, and accounts that carry a role, cannot have their Account Code or Account Type changed.
  • An account that has been used in transactions cannot have its code or type changed either, because that would rewrite history. You can still edit its name and description.

Archive, restore or delete an account

At the bottom of the edit page (and from the list) you have Account Actions:

  • Archive — hides the account from everyday use without removing it. Use this for an account you no longer need but that has history. Archived accounts still show if you tick Include Archived.
  • Restore — brings an archived account back into use.
  • Delete — permanently removes the account. Delete is only available for an account that is not protected and has never been used in a transaction.

Both archive and delete ask you to confirm.

Warning: If an account has any history you cannot delete it — archive it instead. Deleting is only for accounts created by mistake that were never used.

Troubleshooting

  • Delete is greyed out. The account is either protected (a control or system account) or has been used in transactions. Archive it instead.
  • You cannot change the code or type. The account is protected, carries a role, or has already been used. This is expected.
  • A change was rejected and you were asked to reload. Someone else edited the account at the same time. Reload and try again.
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