Chart of Accounts #
Your Chart of Accounts (CoA) is the backbone of your accounting — every transaction in Neo-Ledger posts to one or more accounts defined here. Getting it right up front saves you from re-posting later. Go to System → Chart of Accounts to review and manage your accounts.
Account list #
The account list shows all accounts in your chart. Columns include:
| Column | Description |
|---|---|
| Account Number | Unique identifier for the account. Click to open the account editor. |
| Description | Human-readable account name. |
| Type | Account type: Asset, Liability, Equity, Income, or Expense. |
| Contra | A * indicates this is a contra account (e.g. accumulated depreciation). |
| Link | Indicates special system links (AR, AP, Tax, etc.). |
| Closed | Shown if the account is closed. |
| Categories | Dashboard grouping tags assigned to this account. Does not affect journal or financial reports. |
Use the Export button to download the list to Excel, or Print to generate a printable PDF.
Adding an account #
Click any account number to open the account editor, or use the + Add Account button if available.
Account fields #
| Field | Required | Description |
|---|---|---|
| Account Number | Yes | Must be unique. Use a numbering scheme consistent with your chart template. |
| Description | Yes | Plain-language name (e.g. Trade Accounts Receivable). |
| Account Type | Yes | Determines where the account appears in financial reports. See table below. |
| Parent Account | No | The main grouping for this account. Parent accounts define how the chart is structured in the journal, income statement, and balance sheet. Each account can have only one direct parent. |
| Detail | No | Additional description or notes for internal use. |
| Closed | No | When checked, the account is inactive and hidden from data-entry dropdowns (see Hide Closed Accounts in Defaults). |
| Allow GL? | No | When checked, this account can be used directly in general journal entries. Uncheck to restrict it to specific modules only. |
| Contra | No | Marks this as a contra account (e.g. a debit balance account under Equity). |
Account types #
| Type | Description |
|---|---|
| A — Asset | Balance sheet asset accounts |
| L — Liability | Balance sheet liability accounts |
| Q — Equity | Equity / capital accounts |
| I — Income | Profit & loss income accounts |
| E — Expense | Profit & loss expense accounts |
| H — Heading | Grouping/heading row; cannot receive transactions |
Chart type and summary accounts #
For Asset accounts (type A), you can designate the account as a Summary Account for:
- AR — Accounts Receivable control account
- AP — Accounts Payable control account
Only one account should be designated as the summary for each role; this ties into the defaults set in System → Defaults → Accounting.
Account links (dropdown assignments) #
Links determine which dropdowns this account appears in during data entry. Available links include:
| Link | Where it appears |
|---|---|
| Lineitem (AR/AP) | Line item account on AR or AP invoices |
| Payment (AR/AP) | Payment account on AR or AP transactions |
| Discount (AR/AP) | Discount account on AR or AP invoices |
| Tax (AR/AP) | Tax account on AR or AP invoices |
| Income | Income account on sales lines |
| Expense | Expense account on expense lines |
Categories #
Categories are an extra dimension of grouping used for frontend dashboards. Unlike parent accounts, categories do not affect the journal, income statement, or balance sheet. An account can belong to multiple categories. By default, accounts are assigned categories based on their parent account. Click the + icon next to the categories column to add or remove category assignments.
GIFI #
If your jurisdiction uses GIFI (General Index of Financial Information) codes for tax reporting, assign the appropriate GIFI code here. This field only appears if GIFI codes are configured on your system.
Editing an account #
Click any account number in the list to open the editor in a dialog. Make changes and click Save. If you want to create a new account with similar settings, use Save As New.
Closing an account #
Check the Closed checkbox and save. The account will no longer appear in data-entry dropdowns (if Hide Closed Accounts is enabled in Defaults). All existing transactions remain intact. You can reopen the account at any time by unchecking Closed.
Account categories #
System → Chart of Accounts → Categories lets you manage the category tags available for assignment to accounts. Categories are an extra grouping dimension used for frontend dashboards — they do not affect the journal, income statement, or balance sheet. An account can belong to multiple categories, and by default accounts inherit categories from their parent account.