Creating an account and viewing its transactions

Add an account when your books need a ledger the standard chart doesn't have, such as a second bank account or a new expense head. Every account also has its own ledger page, listing each entry posted to it with a running balance.

Create an account

1. Go to Accounting → Chart of Accounts.
2. Click + New Account. The Add New Account panel opens on the right.
3. Enter the Name.
4. Account names must be unique within your company.
5. Choose the Account Type.
6. Types are listed under the ASSET, LIABILITY, EQUITY, INCOME and EXPENSE headings, and the account joins the group its type belongs to.
7. To place the account under another one, set Is Sub Account to Yes and choose the Parent Account.
8. This option appears only when an active account of the same type already exists. Bank accounts can't be sub-accounts.
9. Fill in any extra fields for the type you chose.
10. For a Bank account, add the Account Number and IFSC Code. For a Credit Card account, Card Name is required: enter the card as the issuer names it, such as HDFC Regalia. The account name stays your own label for it.
11. Optionally enter an Account Code and a Description.
12. Codes must also be unique within your company.
13. Click Create New Account.

Edit an account

1. Open the actions menu at the end of the account's row and click Edit.
2. Make your changes in the Edit Account form.
3. Click Update Account.

For system accounts (the ones with a lock icon), only Account Code and Description can be changed. For every other account, the same menu also has Make Inactive and Delete.

View an account's transactions

1. In the chart of accounts, click the account's name.
2. Choose a period in the date filter. It opens on This Financial Year.
3. To see one kind of entry, click Journals, Sales or Purchase. All shows everything.
4. Untick Posted only to include reversed entries as well.

The list on the left lets you jump to another account. Type in Search Accounts to find one quickly.

Reading the ledger

• Debits and Credits — the totals for the period.
• Net Movement — the closing balance minus the opening balance.
• Closing Balance — the balance as on the date shown under it.

The table starts with an Opening Balance row and ends with a Closing Balance row. In between, each entry shows its Date, Doc No., Description, Debit, Credit and Running Balance.

Click a Doc No. to open the invoice, bill or journal entry behind it in a new tab. If that document has been deleted, the number isn't a link. Hover over it to see why. Use the export button to download the ledger as CSV, PDF or XLSX.

Related articles

• Understanding the chart of accounts
• Creating a journal entry