What can you do here?
In the chart of accounts you can create new accounts and edit existing ones. Among other things, you can control which VAT code is used, whether the account requires a dimension (e.g. department or project) to be filled in when posting, and whether the account should be available when recording supplier invoices.
How to create a new account
Go to Accounting → Ledger accounts in the menu on the left.
Click + Create account at the top of the page.
Fill in the fields marked with a red asterisk – these are required:
Account – the account number
Name – a descriptive name for the account
VAT code – choose the correct code from the dropdown list
Adjust the other settings as needed (see explanation below).
Click Create account. The account now appears in the overview.
How to edit an existing account
Go to Accounting → Ledger accounts.
Find the account you want to change and click on it.
Make the desired changes in the dialog that opens.
Click Save changes.
Settings you can control on the account
Use on supplier invoices
Check Can be used for handeling supplier invoices if the account should be available as an option when you record a supplier invoice. Without this checkbox, the account will not appear in the search there.
Lock VAT code
Check Lock VAT code for this account if you want to prevent the VAT code from being changed manually when posting. Useful for accounts where the wrong VAT code could cause problems in the VAT return.
Set the account as inactive
Check Inactive to hide the account from the posting options without deleting it. An inactive account can no longer be posted to.
Dimensions – requirements and preselection
Under Default dimension you can control two things for each dimension (Project, Department, Products, Custom dimensions):
Dimension required – check the box in the list at the top right of the dialog (e.g. "Department required"). The system will then require the field to be filled in every time someone posts to this account. Useful for cost accounts where you always want to know which department owns the cost.
Preselected dimension – choose a value in the dropdown list under "Default dimension". The chosen dimension will automatically be suggested when someone posts to the account, but it can be overridden manually.
The two things can be combined: you can set a preselected department and check that department is required – the preselection will then always be there, but the user can switch to another department.
Custom dimensions (e.g. Product)
In addition to the standard dimensions, you can create your own dimensions – for example, Product or other categories that suit the business. Custom dimensions are created under Administration → Module settings → Accounting → the Custom dimensions tab. Once a custom dimension is created, it appears as its own field in the chart of accounts dialog in the same way as the other dimensions, and you can set requirements and preselections for it in the same way.
History
The History tab at the top of the dialog shows a log of changes made to the account.
When should you contact us?
Reach out if you cannot find the account in the supplier invoice after enabling the setting, or if the dimension requirement does not work as expected. Please provide the account number and which client it concerns, so we can help you faster.