Modify Chart of Accounts

Modify Chart of Accounts lets you set up accounts at the levels of your chart of accounts.

Filters

1. Select Balance Sheet or Income and Expense.
2. Choose whether you want to show Inactive.
3. Use your level filters as desired.
4. Click the Search button.

The Cancel link returns you to the main General Ledger page.

Important: You must select an option for each level before clicking the Search button. These filters cannot be blank.

Chart of Accounts Grid

Browse the grid manually, or click the Expand All button to fully expand it. The Collapse All button collapses the grid to top-level groups. The Account Increment field lets you specify the increment to use when adding a new account to a level. For example, with an Account Increment of 10, if the last account was 51030, the new one would default to 51040.

The following column headers display on the grid:

1. Account Number: Displays the account number for an account and the range of account numbers for a group.
2. Usage: Hover over the Information icon in this column to view how many times this account is used in other levels. Click the Information icon to open the Account Usage Detail window, where you can view where the account exists in other levels, view and update its description, and add it to other levels.
3. Account Type: Displays whether this account is an Asset, Liability, Net Assets, Income, or Expense account.
4. Name: Displays the name assigned.
5. Budget: Displays the budget amount assigned.
6. Closing Account: Displays the assigned closing account.
7. Active: A Check mark icon indicates the account is active.
8. Note: A Note icon displays if text has been entered. Hover over the Note icon to view the text.
9. Setup: Hover over the Information icon to view the name, date, and time of the person who set up and last updated the account.

From the grid, you can take any of the following actions:

1. Click the Add New icon next to any group to display the Add New Account window.
2. If you are using sub-accounts, click the green plus sign next to any account to display the Add New Sub-Account window.
3. Double-click any group, level, or account, or click the Edit icon, to edit that item.

Add New Group

1. Click the Add Group button to add a new group.
2. Specify the Starting #, Ending #, Name, Account Type, and whether you want to Show Heading.
3. Click the Add to Levels button to add this group to multiple levels of your account structure. Select the levels to which you want to add the group and click the Continue button to save your selections, or the Close link to return to the Add New Group window without saving. If you made selections, you can hover over Levels Selected to view which levels are selected.
4. Click one of the following:
   • Apply: Adds this group and starts a new one.
   • OK: Adds this group and returns to the Chart of Accounts page.
   • Reset: Resets all fields.
   • Cancel: Returns you to the main Chart of Accounts page.

Note: To return to the initial Filter page, click the blue Filters bar.

Cross-Level Groups

The Cross Levels option allows you to create a group that totals across levels in your account structure. This is only applicable to Budgeted Levels (Location, Cost Center, and Department). When using this option, a total line is created for display in reports. It displays total amounts based on the selected ending level and the account number.

1. Add this group to the department from which you want to start totaling.
2. Select the Cross Levels option.
3. Select an ending level.
4. Enter an ending account number.

Note: The Starting # and Ending # fields do not have account selectors, so they cannot be used as a range. If you create new accounts within this range, they are included in the total as well.

The Name field lets you specify the text that appears as a heading alongside the total amounts on the report. If you choose the Show Heading option for the group, the contents of the Name field also display at the start level, along with the account number.

The following reports display Cross-Level Group totals:

1. Statement of Activities
2. Budgeted Financial Statement
3. Financial Spreadsheet
4. Comparative Trial Balance
5. Preliminary Budget

The following reports display Cross Level Group totals: Statement of Activities, Budgeted Financial Statement, Financial Spreadsheet, Comparative Trial Balance, and Preliminary Budget.

Add New Account

1. Click the Add Account button to add a new account.
2. Specify the Account #, Name, whether the account is Active, whether you want to Prevent Use of Manual Journal, and Account Type.
3. If you are adding an Income or Expense account, select the Closing Account.
4. Optionally, add a Note.
5. Click the Add to Levels button to add this account to multiple levels of your account structure. Select the levels you want to add the account to and click the Continue button to save your selections, or the Close link to return to the Add New Account page without saving. If you made selections, you can hover over Levels Selected to view which levels are selected.
6. Click one of the following:
   • Apply: Adds this account and starts a new one.
   • OK: Adds this account and returns to the Chart of Accounts page.
   • Reset: Resets all fields.
   • Cancel: Returns you to the main Chart of Accounts page.

Note: Click the Add Sub-Account button to add a sub-account if you have enabled sub-accounts for your company. The options are the same as for adding new accounts. An example of a sub-account is 40100-100 or 50350-8540.

Note: A sub-account can be changed to a regular account, and a regular account can be changed to a sub-account, by adding or removing the number in the Sub-Account field when editing an account.

Important: Allowing users to enter opening balances is not in line with sound financial practices. A journal entry from a previous year is used in the program to adjust opening balances and maintain an audit trail of activity.

Updated June 17, 2026 02:54