To create a new account within the company-wide Chart Of Accounts: 

• Head to Company Settings> Accounts Setup > Chart Of Accounts. 
• Select [NEW ACCOUNT CHART].

Within the New Account page, enter the following: 

• Chart Code: Enter your company's unique code / GL reference for the account.
• Name: Enter the a name for the account.
• Custom Field 1: If required, for Bank type accounts, enter an additional custom reference that can show against deposits to this account within the CSV extract of the Bank Deposit Summary report. 
• Type: Select the account type. For more information on account types, Click Here.
• Group: Select the account group. For more information on account groups, Click Here.
• Media Type: If the account is being created for use within the Revenue Management module, select the Media Type of the related payment. 

Select [SAVE]. 

Once the account is created, you'll be taken into the account setup page where additional details can be added, depending on the account type. For information on additional account details, Click Here. 

As the account now exists within the company-wide chart of accounts, accounts at individual sites that relate to the new chart account can be created. For information on creating site accounts, Click Here. 

To edit an existing account within the company Chart Of Accounts: 

• Head to Company Settings > Accounts Setup > Chart Of Accounts. 
• Locate the required account and select [EDIT]. 

Within the existing account, you can: 

• Edit Core Account Details
• Add Additional Account Details For Bank Type Accounts

Ensure that you select [SAVE] to save any changes before leaving the account.

Edit Core Account Details

Take care when editing accounts within the chart of accounts, as individual sites may have site accounts that are linked to the chart account.

Within an existing account of any type, the following core details can be updated: 

• Chart Code: Enter your company's unique code / GL reference for the account.
• Name:  Enter the a name for the account.
• Custom Field 1: If required, for Bank type accounts, enter an additional custom reference that can show against deposits to this account within the CSV extract of the Bank Deposit Summary report. 
• Type: Select the account type. For more information on account types, Click Here.
• Group: Select the account group. For more information on account groups, Click Here.
• Media Type: If the account is being created for use within the Revenue Management module, select the Media Type of the related payment. 

Add Additional Account Details For Bank Type Accounts

Within an existing account that is type Bank, the following additional details can be updated: 

• Bank Deposit GL Code: If required, enter the company-wide GL code that is applicable for deposits to this account. This can be referenced within Custom Reports & Extracts. Note that this can be overridden at individual Site Account level.
• Bank Deposit GL Description: If required, enter the company-wide GL description that is applicable for deposits to this account. This can be referenced within Custom Reports & Extracts. Note that this can be overridden at individual Site Account level.
• Limit Bank Deposits Per Sales Date: If required, enter the maximum number of bank deposits that a site can declared against this account per sales date. 
• Allow Zero Bank Deposits: Select whether of not bank deposits of zero value can be declared against this account. This includes both deposits declared by users, as well as automatic bank deposits. 
• Reconcile This Account: Select whether deposits to this account should be reconciled as part of the Bank Deposit Reconciliation feature. 

Access the Chart Of Accounts section via: Company Settings > Accounts Setup > Chart Of Accounts.

All accounts are shown by default when accessing this section.

If required, you can filter the list to see specific accounts by using the following filters within the Search panel at the top of the section:

• Code: Search for accounts based on the code entered (or part of).
• Name: Search for accounts based on the name entered (or part of).
• Account Type: Search for accounts assigned to the selected account type.
• Show Deleted: Select whether to included previously deleted accounts in the search results.

Select [SEARCH], and all accounts which meet your search criteria will be listed, showing the following:

• Name: Displays the accounts name.
• Chart Code: Displays the accounts unique code.
• Type: Displays the accounts type.
• Group: Displays the group that the account is assigned to.
• Media Type: Displays the media type assigned to the account, if applicable.

By default 15 records will show per page. To access other pages, use the page selector in the bottom right corner of the list.

Account Deletion

An account can be deleted from the chart of accounts if no longer required, but only if there are no site accounts associated with the chart account. If there are site accounts linked to the chart account, the option to delete the account from the chart of accounts is unavailable as you will need to delete the site accounts first as covered in This Article. 

You can only delete an account if you have rights to do so. Click Here if you do not have rights to delete but believe you should.

To delete an account: 

• Head to Company Settings > Accounts Setup > Chart Of Accounts. 
• Locate the required account and select [EDIT]. 

Within the account: 

• Select [DELETE]. 
• Confirm the deletion.

The account is now marked as deleted. 

Account Recovery

As this is a soft delete, the chart account can be recovered if required. 

To do so, locate the chart account (ensuring that the Show Deleted search filter is set to "Yes") and access the chart account record again. 

Select [UNDELETE] and confirm the recovery. 

The chart account is now available again.