Table of Contents
1. Introduction
Account codes are essential for categorising income and expenses and will shape the P&L report.
You can manage account codes on the Settings > Account codes menu.
2. Edit Account codes
To modify account names, select the edit link in the "Actions" column next to the relevant account. Please note that certain accounts are reserved for system functions and cannot be edited.
3. Delete Account codes
Account codes can be deleted by clicking the delete link under the "Actions" column. However, some accounts are system-reserved and cannot be deleted. Additionally, accounts that have already been used for income or expense transactions cannot be deleted.
4. Show/hide Account codes
To prevent unwanted account codes from appearing when adding income or expenses, uncheck both the "Show in sales" and "Show in purchases" checkboxes, then update the settings.
5. Create Account codes
You can add new accounts on the Settings > Account codes page by clicking on the "Create account code" button.
The account name must be unique.
You can change the "Account type" on most accounts.
The Accounts that you are unable to change the "Account type" on are:
- All the default system generated balance sheet accounts
- All the default system generated Salaries account codes (4001001 - 5)
- All the default system generated fixed asset depreciation account codes (4010001 - 4)
- All system generated account codes for bank accounts
- All system generated account codes for employee expenses
- All system generated account codes for shareholder dividend accounts
- All fixed asset account codes if used on a transaction
- Revenue (1001001), Cost of sales (2001001), Other income (3001001), Reclaimed expenses (3001002), General admin (4004001), Entertaining staff (4008001), Entertaining clients (4008002), Bad debt expense (4011001), Amortisation (4012001), Forex movement (5001001), Interest income (5501001), Interest expense (6001001), Bank charges (6001002), Corporation tax (6501001)
Hit the "Save new account" button to complete.
6. Create Account types
To add a new "Account type", click the green plus icon next to the "Account type" drop-down list when creating a new account. You can then enter a new name in the "New account type" field and choose a category. Categories cannot be added or edited.
If an account has been set up with an incorrect "Account type", and it's still possible to delete it, then delete the account and re-add it with the correct type.
If deletion isn't an option, create a new account with the correct "Account type". To prevent confusion, hide the old account by unchecking the 'show in sales/purchases' checkboxes. You can then update any existing transactions to use the newly created account.