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Chart of accounts

Financial situation under control

You need to setup you chart of accounts in the Accounts table: setup the accounts and the groups where the accounts must be totalized. With this operation you create the accouts that will be used when entering the transactions. The chart of accounts structure is the same that will show in all Balanche sheet and Profit & Loss statement presentations.
In the Accounts table there are also the columns of the initial balances, movements and current balance, which are automatically updated by the program.
The chats of accounts therefore provides an immediate and complete view of your financial situation.

  • Liquidity accounts
  • Balance sheet
  • Profit & Loss statement
  • Result of the current year
  • Clients and Suppliers register
  • Cost and Profit Centers

Different kinds of rows and sections

The Accounts table (charts of accounts) is both the setup tool and the viewing tool for the economic and financial situation.

In the chart of accounts (Accounts table) all data necerrary to group the mouvements are entered:

  • Accounts
    They indicate on what account (debit ore credit) the transactions must be registered.
    Each account has a code or number (account number), a description, a class and a group to which it belongs; they also have an opening balance, the current balance, the budget, etc...
  • Costs and Profits centers
    They are special accounts whose number is preceded by a full stop ".", a comma "," or by a semi-colon ";". Their purpose is to be able to assign some amounts to special accounts other than the basic accounting accounts.
  • Segments
    They are a sort of sub-accounts who's number is preceded by a ":". Their purpose is to be able to assign some transactions to subcategories of the accounting plan.
  • Groups
    Their purpose is to create rows where the program adds up the amounts of other rows.
  • Sections
    They indicate the accounting plan divisions for the Balance Sheet and Profit and Loss Statement printouts, ...

The columns of the double-entry accounting charts of accounts

  • Section
    Codes are being entered that allow the user to only print determined parts of the Chart of accounts, when printing the Enhanced Balance sheet by groups.
  • Group
    Contains the code that defines that this is a group row. The group code is then used in the GR column to indicate the totalization of an account or group.
  • Account
    The account number, cost center or segment is being entered.
  • Description
    A text to indicate the name of the account, group, or section.
  • Disable (only visible in the Other view)
    By entering 1, the account does not appear in the autocomplete list, but can be used in the Transactions table;
    By entering 2, the account is disabled and can not be used.
  • BClass
    It indicates whether the account is 1 = Assets, 2 = Liabilities, 3 = Expenses, 4 = Revenue, see the Accounts
  • Gr (Totalize in)
    It indicates a group so that the program can totalize this line in the group.
  • Gr1 and Gr2
    Additional grouping codes to use with external accounting report files.
  • Opening balance
    Insert the account balance at the beginning of the year.
    The amounts in credit must be entered preceded by a minus sign. The total of the debit amounts (positive) and those in credit (negative) must balance and result in zero. If the opening balances do not balance a difference is shown in the information window.
    If you have added or pasted accounts and the difference is not correct, proceed with a Recheck of the accounting (Shift + F9)
  • Movement Debit and Movement Credit (Protected columns)
    The total of the debit and credit movements included in the Transactions table.
  • Balance  (Protected column)
    The balance of the account includes the opening balance and the movements in debit and credit.
    The balance in debit is positive, while a credit balance is negative (minus sign).
  • Budget
    The budget amount for the current year is being entered.
    The budget amount for the Expenses (debit) must be inserted in positive, the Revenue in negative (credit).
  • Difference Budget (Protected column)
    The difference between Balance and Budget amount.
  • Previous
    The balance of the account at the end of the preceding year.
    With the command "Create new year" or "Update opening balances", the values in the Balance column of the file of the preceding year are being carried forward.
    When a new accounting is being created and the user wants to obtain printouts with the amounts of the preceding year, the values of that year have to be entered manually.
  • Prev. yr. Difference (Protected column)
    The difference between the Balance and the amount of last year.
  • VATNumber
    The VAT number in case this account is linked to a client or a supplier.
  • VATCode
    The VAT code that needs to be applied automatically, when this account is being entered in the debit A/c or credit A/c column of the Transactions.
  • Adresses columns
    It is possible to have the program add addresses columns in order to manage customers or suppliers data.
     

Adding or moving columns

  • When an Amount column is being added in the Chart of accounts, the program composes the total of the amounts according to the selected grouping scheme
  • Added columns of the Number type, on the contrary, are not being totaled.
  • With the Columns setup command, the columns can be made visible, the sequences can be altered and it is also possible to add other columns.
  • With the Page setup command one can also define the layout of the print (portrait or landscape) and the zoom.
     

Accounts list ordered by description or other criteria

In you need to order your accounts in a different way, use the Extract and sort rows command from the Data menu.

Views

The chart of accounts is created with default views.
  • Base Displayed are the principal columns, the grouping columns and the balances
  • Transaction Displayed are the columns with the Debit and Credit transactions.
  • Budget Displayed are the Budget column and the Difference Budget column. 
  • Previous Displayed are the Previous column and the Difference Prior columns regarding the previous year 
  • Other The Disable column, the VAT number and the Fiscal number column are being displayed.
  • Print Just the Account column, the Description and the Balance is being displayed.

The views can be customized and others can be added with the command Views setup.

Trial Balance sheet

At any time, positioning yourself in the Accounts table and using the Print or Print preview commands (from the File menu), you can view and print the account plan or part of it.
Also from the Accounts table, if you select Movement view, you can view and print your trial balance sheet.

Advanced printouts

The following commands allow the user to display and print the accounts in a different way:

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