Chart of accounts

Steps

1. Read the tiles: Total assets, Total liabilities, Equity and "Net income (revenue − expenses)".
2. Check the banner: "Trial balance agrees: debits = credits" means the books balance.
3. If the banner says "Trial balance does not agree", press "Find the cause": it lists every document whose debits and credits differ (largest difference first), with the accounts it posted to and the difference; together they make the trial balance's difference. Open an account's ledger from its link, then correct that document.
4. Even a difference of 0.01 counts. It can come from documents that balance but have amounts with more than two decimals (for example 10.005): each account's total is rounded on its own. "Find the cause" lists those documents too, with each amount as stored and as rounded, and shows how much of the difference they make.
5. New amounts can no longer be finer than the store's currency: a payment, expense, debit or credit note, salary, opening balance or journal line of 0.001 in a 2-decimal currency (SAR) is refused, with the reason under the field (KWD, BHD and OMR keep 3 decimals). Product prices keep their own precision; document totals are rounded.
6. You don't have to keep checking: when the trial balance stops agreeing, or its difference changes, the bell gets a "Trial balance does not agree" notification and the dashboard shows a red banner with "Find the cause". Once the books agree again, a "Trial balance agrees again" notification replaces it and the banner goes.
7. Each document in the list is a link: press its number to open the document and review it.
8. An admin can press "Fix it" to see the action plan first: for each document what is wrong and what will be done, its posting lines before → after, each account's debits, credits and balance before → after, the other places that change (such as a customer's balance), and the trial balance after the fix. Nothing changes until you press "Fix" and confirm. Documents in a locked period, and ones that cannot be rebuilt safely, are left as they are with the reason. A copy of the old postings is kept, a document that still does not balance is put back as it was, and the fix is recorded in the audit log.
9. Scroll the groups; each row shows Opening balance, Debits, Credits and Current balance.
10. Type in the search box to find an account by its code or its English or Arabic name; only the groups with a match stay on screen.
11. A group with more than 10 accounts shows them a page at a time: use the arrows under its table, or pick 25, 50 or 100 rows. The tiles, the group totals and the trial balance always cover every account.
12. Click an account to open its ledger with every posting.
13. Click "Postings" to see the journal, or "Export CSV" to take the trial balance to Excel.
14. Choose "Shared by customer & vendor" to list only the accounts a customer and a vendor share, with links to both and the net balance (receivable or payable).

Tips

• With “Custom payment account” on in Settings, a cash or bank payment can go to any account you pick (search, filter by type, or open a new one) instead of Cash or Bank. Leave it on the default to keep using Cash or Bank.
• Balances are calculated from opening balances plus postings created automatically from sales, purchases, expenses, vouchers, capital and salaries.
• Assets and expenses are debit-normal (Dr); liabilities, equity and revenue are credit-normal (Cr). A red balance is opposite to normal.
• If opening balances do not balance, the difference is placed in 3300 Retained earnings and shown in the banner.
• Account 1150 Employee advances has a "system" badge: it is added automatically for salary advances.
• Customer deposits (advances) sit in 2300 as a liability until used or refunded.
• With your company's server, every figure is the server's total of the postings and the banner compares the debit balances with the credit balances; shared accounts carry a "customer & vendor" badge.

In the app, press F1 or ? on this screen to open this guide next to your work.

This guide belongs to the Accounting module. Learn more

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