Chart of Accounts

All businesses must have accounting records to properly track items and prepare year-end returns for the government.

 

The listing of these accounts is called the Chart of Accounts (COA). Your accountant or bookkeeper should have a listing of which accounts they want you to use for each expense and income. You can detail the list and enter the corresponding account numbers in the GL Accounting References field. As you may want to be more detailed with your account types, we also provide Asset and Liability accounts.

 

To Add or Edit the Chart of Accounts

 Greyed Account Name entries are system defaults and cannot be changed. When you enter new accounts, they will all be shown in white and can be edited at any time. You can change the GL Account Reference for the greyed accounts so that the names are more customized to your accounting system.

  1. From the Upper Menu, click Setup | Chart of Accounts.

  2. The Chart of Accounts window will open.
     We have provided a preset list of accounts. If needed, you can always add others to correspond with your existing accounts. 

  3. Select from the COA Type, you can choose from, Asset, Expense, Income, Liability or Cost of Sales.  If you click on the Income button, only the list of Income Accounts will be shown, likewise with the Expense button etc.

  4. To add a new account, click on the ADD button.

  5. Enter in the Account Name. If you want this to be a sub-account, type in the name of the account you wish to create a sub for, add a dash and enter the name of the sub-account. 

    E.G. Chili Seasoning Mix could be cost of sales, but can be detailed to cost of sales - food and cost of sales - food - spices.

  6. Enter in the GL Accounting Reference, the name or code number that corresponds with this account in your Accounting System. This can be edited at any time. If you do not want to enter the accounting reference at this time, press TAB and Optimum Control will copy the Account Name to this field.
    E.G. Food could be referenced as account  K4100 or 5-2000 to correspond with your Accounting System.

  7. Select the Account Type - You may have to consult your accountant or bookkeeper for this but basically you have Cost of Sales, Income and Expense accounts for the purposes of this program, but Bank accounts, credit card accounts etc. are Asset accounts. Choose asset accounts for income from Credit card accounts (they are probably set up as Income accounts in your system but if you are using for a mini P & L then you will need to make sure they are type Asset or Liability.  Again we cannot stress enough that you consult your accountant.

  8. Click Save.

  9. A message warning you have modified your account listing will appear. The reason for this is so you don’t change the account Food to Electrical Expense for example. If you are sure about the change click Yes and Close.

More:

Setup for Accounting Export