Account Codes

Account codes are required segments in account numbers. Add codes and descriptions before you create accounts. From Settings, select General ledger, then select GL setup and Account codes.

Use Account Structure to confirm the account code segment length, and review Category Definitions to match codes to the correct category range.

Tip: Export account codes to review their descriptions, report categories, and account types (control or contra).

Add an Account Code

  1. Under Account codes, select Add.

  2. Enter an account code and description.

    • The first digit determines the code category. Make sure the code falls within the correct category range.

    • Match the code length to the account code segment length. For example, if the segment length is six digits, enter a six-digit code.

  3. Specify an account type:

    • Control account summarizes account activity and balances in reports while allowing detailed transaction posting. Examples include accounts payable and accounts receivable summary accounts, and cash accounts.

    • Contra account has the opposite normal balance of the account it offsets. For example, accumulated depreciation is a contra asset with a normal credit balance, while the asset account has a normal debit balance.

  4. Under Cash flow, select a type to categorize asset, liability, and net asset accounts on cash flow reports.

  5. Under Working capital, select a type to categorize asset, liability, and net asset accounts on the working capital report.

  6. Specify a Class, such as Unrestricted or Temporarily Restricted Net Assets.

  7. To store more information for the account code, select Add custom field. Select a field and value, then enter a date and relevant comments.

  8. After you enter the account code details, select Save.

Edit an Account Code

  1. Under Account codes, select Edit for the account code.

  2. Update the account code details, such as the description or report classification.

  3. Select Save.

Tip: Keep the replacement code in the same category as the existing code.

Delete an Account Code

  1. Under Account codes, select Delete for the account code.

  2. When prompted, select Delete again.

Note: Delete an account code only when no accounts use it.