Chart of Accounts & Journal
Chart of Accounts (/accounting/accounts)
The chart of accounts is the list of every "bucket" the books use. Each account has a code, a name, a type, and a balance. The number ranges tell you the type at a glance:
| Codes | Type | Increases with | Examples |
|---|---|---|---|
| 1000s | Assets | Debit | Cash 1000, Bank 1010, Payment Gateway Clearing 1020, Accounts Receivable 1100, Inventory 1200, Input Tax Receivable 1300 |
| 2000s | Liabilities | Credit | Accounts Payable 2000, Sales Tax Payable 2100 |
| 3000s | Equity | Credit | Owner's Capital 3000, Retained Earnings 3100, Opening Balance Equity 3900 |
| 4000s | Revenue | Credit | Sales Revenue 4000, Shipping Income 4100, Sales Returns & Allowances 4900, Sales Discounts 4950 |
| 5000s | Cost of sales | Debit | Cost of Goods Sold 5000 |
| 6000s | Expenses | Debit | Inventory Adjustments 6000, Gateway Fees 6100, Delivery Costs 6200, Other Expenses 6900 |
Ready-made expense categories are included: Rent (6310), Salaries & Wages (6320), Utilities (6330), Phone & Internet (6340), Repairs & Maintenance (6350), Marketing & Advertising (6360), Office Supplies (6370), Insurance (6380) and Licenses & Fees (6390).
Reading the screen
- The four cards at the top show Assets, Liabilities, Equity and Net profit (all time).
- The banner confirms Books balanced: Assets = Liabilities + Equity + Net profit.
- System marks the accounts the automatic postings rely on.
- History opens one account's ledger: every entry that touched it, with a running balance.
Adding and managing accounts
- Click + Add account.
- Enter a code (unique), a name, and the type.
- Save. The account can now be chosen where categories are offered, such as Expenses.
You can rename an account, and Deactivate one you no longer use (it stays in the books and in history, but can't be picked for new entries). Accounts are never deleted.
Journal (/accounting/journal)
The journal lists every entry in date order. Each row shows the date, the transaction it came from (for example Sale #12), the number of lines, debit and credit totals, and a Balanced badge.
Finding entries
- Transaction filter: All, Sales, Sales returns, Purchases, Purchase returns, Stock adjustments, Expenses, Payments, Gateway payouts, Opening balance (and, for a platform owner, Subscription invoices, Subscription months earned and Subscription refunds).
- From / To dates narrow the list.
View lines
View lines opens the entry's debit and credit lines, so you can see exactly which accounts moved and by how much.
Reversing a mistake
An entry is never edited or deleted. To correct one:
- Click Reverse on the entry.
- Enter a reason (required).
- Confirm.
The system adds a new entry that is the exact opposite of the original, and links the two. Both stay in the journal, so there is always a clear audit trail. To put the right figures in, record the correct transaction again.
Note: reversing a journal entry changes the books only. If the original sale or purchase should also be undone in stock, use the matching Sales Return or Purchases Return instead, which updates both.