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Chart of accounts and money accounts

The chart of accounts is every account your figures go into, made from your country's own list when Books is set up. Money accounts are where money actually sits: bank accounts, cash, cards, wallets and the director's loan. Each one makes its own account in the chart.

2 minutesOwners, with the authenticator appWorks on a phone

  1. Open Books settings

    On Books, tap Settings: at the top right on a computer, with the buttons at the top on a phone. Or open Settings, then Books. Only Owners can, with the authenticator app.

  2. Add a money account

    Tap Money accounts, then Add a money account. Pick What kind of account: Bank account, Cash, Credit card, Wallet, Held by a person, Director's loan or Clearing. Give it a Name, its Currency, and the Last four digits if it has them.

  3. Its balance on the start day

    Type the balance on the day your books start, from the statement for that day (for a card or a loan, what's owed). It goes into your opening balances. Tap Add the account.

  4. Money held by a person

    Money kept in someone's own account for the business? Choose Held by a person, say whose it is, and pick Swept to: the business account it's moved to.

  5. Open the chart of accounts

    Back on Books settings, tap Chart of accounts. Accounts are grouped by type, with their balances. Tap one to rename it.

  6. Add an account

    Tap Add an account. Give it a Code and a Name, pick its Type and, if you like, the Tax code it starts with. In Thailand you can add the Name in the local language too. Tap Add the account.

  7. Archive one you don't use

    Open it and tap Archive this account, then Archive. It leaves the pickers and nothing more goes to it; what's already in your books stays. Show archived on the chart lists them again, and Bring it back undoes it.

Good to know

  • Accounts Books relies on, like sales and the tax accounts, keep their code and can't be archived.
  • An account with a balance, or one used by a money account, a default or a sales tax, can't be archived.
  • People with full Books access can see the chart. Only Owners add and change accounts.
  • Tracking, on Books settings, splits your figures up to two ways, such as by region or department, for reports.

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