Chart of Accounts

The Chart of Accounts is a financial organizational tool that displays a complete list of every account in your accounting system. The Chart of Accounts lists the names of the accounts that your company has made available for recording transactions in the General Ledger and defines the level of detail that your accounting system tracks. An account is a unique record for each type of asset, liability, equity, revenue, and expense. A Chart of Accounts typically displays the accounts’ names; descriptions; identifiers, such as account numbers; and other attributes.

The Chart of Accounts (COA) submodule consists of the following tabs:

  • List — Displays information about the accounts in your Chart of Accounts.
  • Account statement — Displays information about all transactions of any type for the selected account.
  • Change log — Displays information about all changes made to the selected account.
  • Finance account conversation — Enables you to conduct a conversation linked to the selected account.

In addition to these tabs, the COA submodule provides a sidebar, where you can enter and change information. See Finance Account Sidebar.

Access the Chart of Accounts Submodule

To access the COA submodule:

  1. On the module toolbar click Finance & Administration .
  2. In the left pane of the Finance & Administration module, click General Ledger » Chart of accounts . The COA submodule is displayed; the following figure shows an example.

Accounts

Search for an Account

You can search for a specific account by name or number or other value, using the Search field.

Create and Delete Accounts

You can create and delete accounts in both the General ledger balance view and the Setup – all settings view. See Views for more information.

Create an Account

To create an account:

1. Access the COA submodule.

2. On the grid toolbar, click Create new account . The Create new account dialog is displayed.

3. Enter the information to define the account:

  • Account number — Enter an account number. This number must be unique; it can contain numbers, letters, and special characters. This field must contain a value.
  • Account name — Enter a descriptive account name. This field must contain a value.
  • Account type — Choose a value from the drop-down list: Balance sheet account, Header, Operating account, or Sum from.
  • Sum from account — Choose an account from the drop-down list of accounts. You must choose a value if you chose Sum from in the Account type field. If you chose any other value in the Account type field, the Sum from account field is disabled.
  • Line number — Enter a line number. This number controls the order in which accounts are listed in the Chart of Accounts when the COA is displayed on-screen and in reports, even if the line number itself is not displayed. Thus, this number must be unique. This field must contain a value.
  • Add this account to all companies — Select this check box to add this account to all companies.

4. Click OK to save the new account. The new account is added to the Chart of Accounts and appears in the COA grid.

Delete an Account

To delete an account:

1. Access the COA submodule.

2. Select the account to delete by clicking on it in the COA grid.

3. On the grid toolbar, click Delete account . A confirmation dialog is displayed.

4. Click Yes to delete the account. The account is removed from the Chart of Accounts and the COA grid.

Note: You cannot delete an account if there are postings on it. Instead, you can use the Block option:

  1. Access the COA submodule.
  2. On the List tab, locate and select the account.
  3. Click Sidebar  at the right side of the grid toolbar. The Finance Account Sidebar opens.
  4. Click Account settings  if the account settings page of the Sidebar is not displayed.
  5. Select the Blocked check box on the Account settings page.

Change an Account Name

The method that you use to change an account name depends on the view that you are using.

To change an account name in the Setup – all settings view:

  1. Access the COA submodule.
  2. Choose Setup – all settings from the view drop-down list if that view is not already displayed.
  3. On the List tab, locate and select the account.
  4. Double-click on the name of the account that you want to change in the Account name column. The Edit  icon appears on that account’s line on the List tab to indicate that you are editing that account.
  5. Enter the new account name.

To change an account name in the General ledger balance view or the Translations grid view:

  1. Access the COA submodule.
  2. On the List tab, locate and select the account.
  3. Click Sidebar  at the right side of the grid toolbar. The Finance Account Sidebar opens.
  4. Click Account settings  if the account settings page of the Sidebar is not displayed.
  5. Put your cursor in the Account name field. An X appears at the end of the field.
  6. Click the X to clear the Account name field, then enter a new name for the account.
  7. Click Refresh  on the quick-access toolbar to redisplay the List tab with the changed account name.

Change an Account Number

To change an account number:

 1. Access the COA submodule.

2. On the List tab, locate and select the account.

3. Click Sidebar  at the right side of the grid toolbar. The Finance Account Sidebar opens.

4. Click Change account number  next to the Account number field. The following dialog box is displayed.

5. Put your cursor in the entry field. An X appears at the end of the field.

6. Click the X to clear the contents of the entry field, then enter a new account number.

7. Click OK.

Change an Account Type

The process for changing an account type differs depending on whether the account has a transaction on it.

To change the type of an account that does not have a transaction on it:

1. Access the COA submodule.

2. On the List tab choose either the Setup – all settings view or the General ledger balance view.

3. Locate the account and select it.

4. Click Sidebar  at the right side of the grid toolbar. The Finance Account Sidebar opens.

5. Click Account settings  if the Account settings page of the Sidebar is not already displayed.

6. In the Account type field, choose another account type from the drop-down list.

Note: If an account has a transaction on it, you cannot change that account’s type. However, you can submit a request to your Deltek WorkBook representative, and the account type can be changed programmatically.

List Tab

The List tab contains one grid that can display several views: General ledger balance view, Setup – all settings view, and Translations grid view.

To access the List tab:

  1. Access the COA submodule.
  2. If the List tab is not displayed, click the List tab name above the grid toolbar.

The List tab displays the General ledger balance view by default.

Views

The List tab provides several views of the Chart of Accounts:

  • General ledger balance — Displays all finance accounts, including potential debit or credit balances. It also enables you to create and delete accounts.
  • Setup – all settings — Enables you to set values or change settings for each account in the Chart of Accounts. Working in this view enables you to manipulate accounts’ line numbers, while also being able to see the line numbers of other accounts at the same time. Using this view is also an efficient way to perform a bulk change to a particular column’s value.

You can also adjust settings that are used in printing reports, such as forcing a page break or setting the indentation. You can use columns Code 1 through Code 5 for mapping data to another data structure, for example, when exporting data or integrating with another system. You can also use these columns for grouping.

  • Translations grid — Enables you to enter column names in another language, to be displayed in that language when you run Chart of Accounts reports.

You access these views via the drop-down list of views on the right end of the List tab grid toolbar, as the following figure shows.

Account Statement Tab

The Account Statement displays all of the transactions that are related to an account.

Change Log Tab

All changes to the COA setup are logged. You can view them on the Change log tab.

Finance Account Conversation Tab

The Finance Account Conversation tab enables you to have conversations about an account from the Chart of Accounts that you select on the COA submodule List tab. You can use normal conversation features, such as dragging and dropping a file into the conversation.

To start or access a conversation about an account:

  1. Access the COA submodule.
  2. Click the List tab to display the list of accounts if it is not already displayed.
  3. Click on the account for which you want to open a conversation to select it.
  4. Click the Finance Account Conversation tab.

The Finance Account Conversation tab opens. The selected account number and name are displayed at the top of the conversation area.

You can type comments and / or drop files into the entry box at the bottom of the tab.

Finance Account Sidebar

Use the Finance Account Sidebar (Sidebar) to assign values to settings or change their values. The Sidebar provides access to additional settings:

  • Account settings 
  • Dimension settings  — You can use dimensions to group, filter, and tag data. WorkBook provides predefined dimensions. You can add ten custom-defined dimensions (using Dimension Setup). You can filter on dimensions in any Scheduling view. You can also disable a dimension using the  icon.   Note: You can rename a predefined dimension by using the Custom Translations setting.
  • Creditor invoice approval settings 
  • Account name translation 
  • Finance account period balance 

To access the Sidebar:

  1. Access the COA submodule. You can open the Sidebar from any of the COA views and tabs.
  2. On the right end of the grid toolbar click Finance Account Sidebar .

To close the Sidebar, click Finance Account Sidebar   again.

 

 

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