Chart of Accounts in System Settings is the account maintenance screen for adding accounts, editing descriptions, editing type detail, and activating or deactivating accounts.
What this screen is for
Use Chart of Accounts in System Settings when an account needs to be added, renamed, clarified, activated, or deactivated.
This is different from the Finance Chart of Accounts screen, which is a read-only review screen. Use Finance Chart of Accounts Overview when you only need to review accounts.
Only admin and executive users see this setting in System Settings.
Screen path
Dashboard > System Settings > Accounting > Chart of Accounts
Key areas
| Area | What it shows |
|---|---|
| Description text | Explains that account number and account type lock after creation and inactive accounts are hidden from dropdowns. |
+ Add New Account |
Opens the new account form. |
| Accounts table | Shows Account #, Description, Type, Type Detail, Status, and Actions. |
Main actions
+ Add New Account: Adds a new active account.Edit: Edits description and type detail for an existing account.Deactivate: Hides an active account from normal dropdowns.Reactivate: Makes an inactive account available again.Save: Saves a new account or edited values.Cancel: Leaves add or edit mode without saving.
There is no delete action on this screen.
Important fields
| Field | Notes |
|---|---|
Account Number |
Required positive integer. Locked after the account is created. |
Description |
Required. Maximum 100 characters. |
Account Type |
Required on creation. Must be Asset, Liability, Equity, Revenue, or Expense. Locked after creation. |
Type Detail |
Optional. Maximum 100 characters. |
Status |
Active accounts appear in normal selectors. Inactive accounts remain on historical records. |
What happens behind the scenes
PAX validates account number, description, account type, type detail length, and duplicate account number before creating an account.
After creation, account number and account type are locked to protect historical financial reporting. Description, type detail, and active status can be updated.
Deactivated accounts are hidden from dropdowns but remain available to historical records and reports that already reference them.
Troubleshooting
Account number must be a positive integer
Likely cause: The account number is blank, zero, negative, or not a whole number.
Safe fix: Enter a valid positive account number.
Contact support if: A valid account number is rejected.
An account with this number already exists
Likely cause: Account numbers must be unique.
Safe fix: Use the existing account or choose a different account number.
Contact support if: The account number is not visible in the list.
I cannot change account type
Likely cause: Account type is locked once the account is created.
Safe fix: Confirm whether a new account should be created instead. Do not try to work around the lock with a journal entry or duplicate account without accounting review.
Contact support if: The account was created with the wrong type and has already been used.