The charts of accounts is a general and sub chart set tied together with a linker. The linker defines sets of sub accounts (e.g., bank, customers, vendors, employees, fixed assets, etc.)

Gen Chart Structure

  • The gen set can be up to 5 digits with a maximum of 999 accounts
  • You can search by description or number, and you can subdivide it into 16 sections
  • The gen chart rarely changes.  It is the backbone of your reporting system
  • Most companies call it the “Uniform Chart of Accounts”

Receivables

You can assign 6 gen accounts as receivables where you track by invoice number.

In addition, you can assign 2 gen accounts “by balance,” where they track by balance, similar to a credit card statement.

Payables

You can assign six gen accounts as payables where you track by invoice number.

Sub Chart Structure

The sub account can be up to 12 digits, and there is no practical limit to the number of sub accounts. The sub chart of accounts changes continuously (e.g., new, change, or inactive). You can modify the sub chart of accounts in any function and can limit access to subs using five attributes. You can search by description, number, or string (hyper search). The hyper search looks for a string match in the name or address fields. The sub chart divides into sets for: banks, customers, vendors, employees, fixed assets, jobs, departments, profit centers, cost centers, notes receivable, notes payable, shareholders, partners, funds, worker comp classes, etc. You are limited to 99 sets.

Link Structure

The link defines sets of subs.  It is a prefix to the sub account and a suffix to the gen account.
The linker is what makes single-file design work.  The link is used to define structure, never to enter data.

The following defines two links:

LinkDescription
22Customer
44Vendor

Links in the sub chart:

LinkSubDescription
22110ABC Customer
22130DEF Customer
22140GHI Customer
44110PQR Vendor
44130STU Vendor
44140XYZ Vendor

Links in the gen chart:

GenLinkDescription
140022A/R – Trade
145022A/R – Allowance for Doubtful Accounts
310044A/P – Trade
315044A/P – Holding

You have 4 gen accounts and 6 sub accounts, but 12 accounts as follows:

GenSubDescriptionDescription
1400110A/R – TradeABC Customer
1400130A/R – TradeDEF Customer
1400140A/P – TradeGHI Customer
1450110A/R – DoubtfulABC Customer
1450130A/R – DoubtfulDEF Customer
1450140A/R – DoubtfulGHI Customer
3100110A/P – TradePQR Vendor
3100130A/P – TradeSTU Vendor
3100140A/P – TradeXYZ Vendor
3150110A/P – HoldPQR Vendor
3150130A/P – HoldSTU Vendor
3150140A/P – HoldXYZ Vendor