Accounts, Account plan

Accounting -> Accounts

SimplBooks includes a pre-configured chart of accounts that can be modified according to your company’s specific needs. When adding new accounts, it is important to ensure they are properly linked to the required reports.

● Account categories:

1xxx – Balance sheet accounts (assets)
2xxx – Balance sheet accounts (current assets and liabilities)
3xxx – Balance sheet accounts (equity)
4xxx – Payables (short-term and long-term liabilities)
5xxx-6xxx Profit and Loss statement accounts (income and expenses)

Accounts in the 9xxx series can be used for off-balance-sheet temporary accounts. Please note that the balance of off-balance-sheet accounts must always be 0 at the end of the day; otherwise, the balance sheet will not be balanced.

● The chart of accounts can be exported by clicking the “Export” button (at the top of the screen). In the opened view, you can select the format in which the data will be exported.

Editing an Existing Account
● Locate the account you want to edit in the list and click on it.

● In the Actions menu, select “Edit Account”.

● Account information fields:

  1. Account Code – the first digit indicates the account type. It is recommended to change the code of existing accounts only when necessary.
  2. Account Name in the system language. If you use the software in multiple languages, update the translations as well when changing the account name (click Edit Translations).
  3. To deactivate an account, click the green button in the “Active” row.
Adding a New Account
● First, select an appropriate account number based on the purpose of the account you are creating.

Example:

You want to track vehicle operating expenses in a separate account. By default, all operating expenses are recorded in account 6301 (Repair and Maintenance Expenses), so you can create a new account with a similar number, for example 6305.

First, check whether account number 6305 is already in use. Enter the account number in the search field.

You can see that this account number does not yet exist in the system and can be used for creating a new account.

● Click the “New Account” button.

  1. Account Code – enter the code (6305).
  2. Enter the account name. Add account name translations if the system is used in languages other than Lithuanian.
  3. The “Active” option must be enabled for the new account.
● If the account number falls within a range already registered in a report, you will see in the account list which reports the account is linked to. In this example (6305), the account should appear in the Profit and Loss statement.

In this example, the settings are correct (the account number falls within the account range assigned to a Profit and Loss statement line). If you need to modify the linked report settings, go to the report (e.g., Profit and Loss Statement) and select Actions → View Report Parameters.

Adding Account Numbers Longer Than Four Digits

If four-digit numbering is not sufficient and you need more detailed account classification, you can create account numbers containing 5–8 digits. When editing reports in such cases, keep in mind that these accounts must be added separately from the default accounts and separated by commas.

For example, if you create account numbers such as 63051, 63052, 63503, etc., they can be displayed in report settings as a separate range. For example: 6300:6399, 63050:63059. (see illustration).

If you have any additional questions, please contact us at support@simplbooks.lt

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