Modify Account Structure and Accounts

This tutorial walks through adding and modifying fund and department levels on the Account Structure page, adding and modifying account groups and accounts on the Chart of Accounts page, and transferring an account between departments using the Move Account utility.

Note: Before working through this tutorial, review the 101 Financials - Chart of Accounts free training course for an overview of how the Chart of Accounts and Account Structure work together. This is especially helpful when preparing for training with a consultant.

Note: For a visual walkthrough, see the Modify Account Structure and Accounts video, or browse all tutorials on the Tutorials & Videos page.

Account Structure

1. From the General Ledger menu, select Modify > Account Structure.

Add or Modify a Fund

1. Click Add New Fund.
2. Enter the fund Number and Name. To copy a chart of accounts from another fund, click the Copy from another Fund check box, select the Company/Fiscal Year and Fund to copy from, and choose any other options. Click OK when finished.
3. To modify an existing fund, click the Edit icon next to it.

4. Change any of the fields, such as the Name or Default Closing Account, and click Update when finished.

Add or Modify a Department

1. Click the Add new icon next to the fund where you want to add the department.
2. In the Add New Department window, enter a department Number and Name. To copy a chart of accounts from another department, click the Copy from another Department check box and specify the source department. Select any other options and click OK.
3. To view departments within a fund, use one of the following:
   • Click the Expand icon next to a single fund.
   • Click Expand All at the top of the page to view departments for all funds.
4. To modify a department, click the Edit icon next to it.

5. Change the Number, Name, or Active status, then click Update.

Delete a Fund or Department

1. Click the Delete icon next to the fund or department.

Note: As a safeguard for financial data integrity, a level cannot be deleted if an account number from that level has been assigned to a journal entry.

Chart of Accounts

The Chart of Accounts page is where you make changes to the detail section of your chart of accounts.

1. From the General Ledger menu, select Modify > Chart of Accounts.
2. Set your filters by selecting either Balance Sheet or Income and Expense accounts, then specify the levels you want to view. Click Search when finished.
3. Click Expand All to view the account groups and accounts.

Add an Account Group

Account groups display sub-totals on your financial reports.

1. Click Add Group.
2. Enter the Starting # and Ending # for the group, a Name, and any other information. Click OK to save the group.
3. The new account group appears above the accounts it contains, with the accounts indented beneath it.

Modify an Account

1. Click the Edit icon next to the account.

2. Modify the Name and any other fields as needed. Click Update when finished.

   Note: Although you can change the account number directly in this window, moving an account to a different department is done using the Move Account utility (covered later in this tutorial).

3. To view accounts in another department, click the Filters bar at the top of the page.
4. Select a different department and click Search.

Add a New Account

1. Click Add Account.

Note: To add a series of accounts incremented by a specific number, click the Add new icon instead. The new account number defaults to the last account number in the group plus the Account Increment number. For example, if your Account Increment is set to 100 and you click the Add new icon for a group ending with account 57200, the default account number is set to 57300.

2. Specify the Account #, Name, and any other information as appropriate.
3. (Optional) To add this account to additional departments at the same time, click Add to Levels... at the bottom of the window. Select the departments from the grid and click Continue.

4. After clicking Continue, you return to the Add New Account window. Review the account information and click OK when finished.

Move Account Utility

The Move Account utility transfers an account from one department to another while preserving its history. For example, you might move a Wednesday night youth activity account from the Students department to the Church Events department while keeping all history under Students.

1. From the General Ledger menu, select Utilities > Move Account.
2. Specify the Fund, Department, and Account to move, then select the destination department. Review your selection and click Update.

3. A confirmation message appears at the bottom of the page when the account has been moved.

Updated June 17, 2026 03:00