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After mapping out your Chart of Accounts on paper and setting up headings and subheadings, it's time to add accounts.

An account is a record of financial transactions for one specific portion of an organization, which shows inflow and outflow of dollar amounts. Each asset, liability, or source of revenue should have its own account. Accounts provide a view of your financial history and allow for future planning.

An organized chart of accounts makes it easy to locate an account in the general ledger. Matching the first character in an account number with the account type is one way to organize accounts. You can organize and number individual accounts, which helps classify the accounts by type and makes transaction entry quick. You can design any account number structure, or account mask, according to your preferences.

For Example

The General Ledger contains books for three funds: a Church Fund (1), a Building Fund (2), and a Day Care/Primary School Fund (3). The account numbers begin with the fund number, followed by a dash and the rest of the number.



Restricted accounts are tracked as a part of the Church Fund, but a separate checking account shows the balance in the restricted accounts. General Checking, Restricted Checking, and Building Checking are all part of the same physical bank account.

 To add an account
  1. Under Manage Records, click the Chart of Accounts tab.
  2. In the drop-down list, select Add Account and click Go .
  3. Enter an Account Code and Account Name.
  4. Click Lookup to select the account heading under which you want the account to display.

    Note

    Verify the heading you want to add to an account before clicking Add Account.

    After you post a transaction to the account, you cannot move that account to a heading associated with a different account type.

  5. Select Funds, Departments, Committees, and Areas as necessary.
  6. If this is a checking account, select Checking. Then, select the bank account associated with the checking account.
  7. If necessary, click Comment to enter any comments about this account. 
  8. To continue adding accounts, select Add Another.
  9. Click OK.
 To edit an account

 

If you change an account with a balance to inactive status, make sure to include inactive accounts on reports. This prevents reports from appearing out of balance. If Inactive Accounts is not selected in Reports Setup, a warning message displays when the account has a balance.

If you move an account to a different fund, you must make a journal entry between the Fund Principal accounts of each fund to keep the funds in balance.

  1. Under Manage Records, select the Chart of Accounts tab.
  2. In the drop-down list, select Add/Edit Chart of Accounts and click Go .
  3. Select the account that you want to edit and click Edit Account.
  4. Make your changes (you can edit any of the account fields), then click OK.
 To merge accounts

 

You can merge accounts if the account type is the same. For checking accounts, you can only choose to merge accounts within the same bank. You must make a backup before you can merge accounts.

  1. Under Manage Records, select the Chart of Accounts tab.
  2. In the drop-down list, select Add/Edit Chart of Accounts and click Go .
  3. Select Merge Accounts.
  4. Under Merge Account to, click Select to choose the merge account. Under Select Accounts to merge, click Select to choose the accounts to be merged.
  5. If you want to merge budget information, select Merge Budgets.
  6. Click OK.
 To move an account


If the account type is the same, you can move an account from one subheading to another. You cannot move accounts with transactions associated with them to different account type headings. The exception is moving accounts between the Liability and Restricted headings since these accounts have the same properties. They are both permanent accounts and both carry the same balance.

You can also drag and drop accounts from one subheading to another.

  1. Under Manage Records, select the Chart of Accounts tab.
  2. In the drop-down list, select Add/Edit Chart of Accounts and click Go .
  3. Select the account that you want to move, then click Move Account.
  4. Select the new account heading for the account and click OK.
 To mass change checking accounts

If you're replacing a checking account with another one, you can mass change all of the associations for the original checking account to connect them with the new checking account.

  1. Under Manage Records, select the Chart of Accounts tab.
  2. In the drop-down list, select Add/Edit Chart of Accounts and click Go .
  3. Select Mass Change Checking Accounts.
  4. Select the accounts you want to change and the account associations that you want to connect with the new account.
  5. Click OK.
 To delete an account


You can delete an account if it was added in error. You cannot delete accounts that have activity or a balance for the current or past year, but you can edit the account and deactivate it. When you deactivate an account, it does not display on reports (unless you flag to include deactivated accounts) and ACS alerts you that the account is inactive if you try to post a transaction to it. To display inactive accounts in the Chart of Accounts window, select Show Inactive.

You must remove any accounts before deleting a heading or a subheading.

  1. Under Manage Records, select the Chart of Accounts tab.
  2. In the drop-down list, select Add/Edit Chart of Accounts and click Go .
  3. Select the account that you want to delete, then click Delete Account. You cannot delete an account that has transactions associated with it.
  4. When the confirmation message displays, click OK.