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Accounting & Bookkeeping · How-to guide

Create and edit a Chart of Accounts account

Add a ledger account with the correct type, detail classification, number, name and opening information.

Audience: Finance administratorsFeature: Ledger accountModule v1.4.5
Feature pathAccounting → Chart of Accounts → New Account
Before you beginThis guide follows Accounting and Bookkeeping module version 1.4.5. The required access is Accounting Chart of Accounts: Create or Edit. A related screen can remain hidden when an optional module is inactive, a source record is in an ineligible status, the selected account is inactive or the user is not an assigned approver.

What this feature does

Add a ledger account with the correct type, detail classification, number, name and opening information. It forms part of Britixo Enterprise CRM's Accounting & Bookkeeping module and uses the module's permission-aware controller, status and mapping flow rather than a generic spreadsheet process.

How the module flow works

The account form is used by both create and edit flows. The module validates account data and provides account lookup to transaction and mapping screens.

Editing a name or number changes future display but does not remove historical lines. Editing classification can change report presentation and requires care.

If an account should no longer be used, change its active status rather than deleting a posted account.

Step-by-step workflow

  1. Search the existing Chart of Accounts for duplicates.
  2. Select New Account.
  3. Choose the account type before the detail type.
  4. Enter the number, name and description.
  5. Set parent, currency or opening information where the form provides it.
  6. Save and reopen the account.
  7. Test its availability in the intended mapping or journal form.

Important fields and decisions

Account typeChoose asset, liability, equity, income, cost of sales or expense classification as appropriate.
Detail typeSelect the approved sub-classification.
Account numberUse the organisation's unique numbering standard.
Name and descriptionMake the business purpose unambiguous.
Parent accountUse only when the reporting hierarchy requires it.
Opening balance and dateEnter only through the approved migration process.

What happens after completion

After the action is saved, Britixo keeps the Accounting record connected to its source and updates the visible status or ledger data supported by this workflow. Review the saved result rather than relying only on a success message. Where the action posts accounting data, total debits and credits must balance and the accounts must match the approved mapping or manual selection.

  • Open the saved record and confirm its final status.
  • Review the source reference and every debit and credit line where ledger data was created.
  • Use the relevant register, ageing, reconciliation or report to verify the wider effect.

Controls, checks and common mistakes

  • Confirm the account belongs in the correct statement section.
  • Do not enter live opening balances twice.
  • Use a consistent naming and numbering convention.
  • Document changes to control accounts.
  • Use the least destructive correction available and record the reason for material changes.
  • Do not bypass a permission, approval or closed-period control by changing unrelated data.
Accounting and data safetyDeletion, reset, void, refund, mapping, journal and reconciliation actions can change financial history. Use approved access, retain supporting evidence and validate the result in the General Ledger or relevant control report.
Browse connected topics:expensereconciliationChart of Accountscheckreportcurrencyapprovalclassmappingdouble-entrysales accountingavailability
Chart of Accounts overview →Activate, deactivate or delete an account safely →Configure account type details →Accounting mapping setup overview →Import a Chart of Accounts →Create and manage accounting classes →