How to Manage Chart of Accounts

Use this workflow to add an account, edit an account description/type detail, or activate/deactivate an account.

When to use this workflow

Use this workflow when the accounting team needs to maintain account setup used by GL posting, reports, account selectors, depreciation, credit card expenses, vendor invoice lines, and related finance workflows.

Before you start

You need:

• admin or executive access.
• The approved account number.
• The approved account description.
• The correct account type.
• Optional type detail.

Confirm the account type before saving. Account type is locked after creation.

Screen path

Dashboard > System Settings > Accounting > Chart of Accounts

Add an account

1. Open System Settings.
2. In Accounting, select Chart of Accounts.
3. Select + Add New Account.
4. Enter Account Number.
5. Enter Description.
6. Select Account Type.
7. Enter Type Detail if needed.
8. Select Save.

Edit an account

1. Find the account row.
2. Select Edit.
3. Update Description or Type Detail.
4. Select Save.

Account number and account type cannot be edited after creation.

Deactivate or reactivate an account

1. Find the account row.
2. Select Deactivate to hide an active account from normal selectors.
3. Select Reactivate to make an inactive account available again.

What happens behind the scenes

Adding an account creates an active chart of accounts row after validation.

Editing an account updates description, type detail, or active status. Account number and account type stay locked because reports categorize historical journal activity by account type.

Inactive accounts remain in historical reporting and records that already reference them, but normal active-account selectors do not show them.

Related docs

• Chart of Accounts Settings Overview
• GL Transaction Config Overview
• Finance Chart of Accounts Overview
• How to Create Journal Entry