A sub-account in a Chart of Accounts is a more detailed category under a parent account that helps in tracking specific financial activities. For instance, Hotel Expense and Meals might be sub-accounts of Travel Expenses. Sub-account totals roll up into the parent account.
In the screenshot above, Disassembly Expense, Production Waste, Cleaning Supplies and Office Supplies are a sub-accounts of Expense.
Creating a Sub-Account
- In the Chart of Accounts list view, double click the account that will become the sub-account.
- In the Parent field, enter the account number of the account that will become the parent.
- Click Save and Close.
To remove a sub-account from a parent account, double click the sub-account and remove the account from the parent field then save.
Exporting the Charts of Accounts
The Chart of Accounts can be exported by clicking the Export list button on the Chart of Accounts list view command bar. The exported chart of accounts includes the account number, the parent (if any), the account name, the account type, the balance and any other columns that is currently added on the list. You may uncheck those columns that you do not need on the exported file.
Inactive G/L Accounts
You can make a G/L Account inactive. The account should have zero balance before making it inactive or else the system will not allow it. Inactivate accounts will not show up in any selection list or reports but will remain in the system for historical purposes. Inactive accounts can be hidden as well in the Chart of Accounts List.
If you try to mark an active account with a balance as inactive, a wizard will open to allow you to easily move the outstanding balance to a different G/L account.
Making a G/L Account Inactive
- In the Chart of Accounts list view, double click the account that you would like to inactivate.
- Slide the Make Inactive toggle bar.
- Click Save and Close.
To inactivate multiple accounts in batch:
- In the Chart of Accounts list view, highlight one or more accounts (use ctrl on windows or cmd on mac to highlight multiple accounts)
- Right click and choose Edit → Make Inactive.
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- You may not inactivate accounts that have a balance. A wizard will open if you try to inactivate an account with a balance, allowing you to easily move the balance to a different G/L account.
- Certain accounts are needed by the system and cannot be inactivated. You will receive an error when attempting to deactivate these accounts.
Tips and Tricks
- If an account that was just entered doesn't appear in the list, click the Refresh button (#1) to refresh the screen.
- You may run and view a General Ledger Report showing transactions by clicking the Show button → General Ledger (#2).
- Search for an account using the Search box in the upper right can corner (#3).
The Chart of Accounts screen