Sage Business Cloud Help

Accounting Start

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Chart of Accounts

The chart of accounts is a list of all of the categories used by your business. You can use these categories to analyze your income, expenditure, assets, liabilities, and capital when running your reports.

This helps you to see how your business is performing at any moment in time. Each category has a unique category code, although it doesn’t matter which number you use, as it’s the category type you choose when creating a new category that determines where it appears on your reports.

The standard chart of accounts

Accounting Start uses a standard layout designed for small businesses. If required, you can customize the standard chart of accounts layout to suit the needs of your business.

You can view the chart of accounts by clicking Settings and then Accounting Start settings. Chart of Accounts is under Financial Settings. From here you can:

  • Create new categories.
  • View details of or edit your existing categories.
  • Use filters like included or excluded from the chart of accounts or by category type.
  • Search for categories by the category code or category name.
  • View which categories are control accounts. These are marked with *.

To create a new category

If you want to create a new bank account, you should do this from Banking.

  • 1. Click Settings.
  • 2. Click Chart of Accounts.
  • 3. Click New Category and complete the following information:
Included in Chart Leave this check box selected.
Category Name * Enter the name for this account as you want it to appear.
Display Name * If you want a different name to appear when posting transactions and on your reports, enter it here.
Account Number * Enter the code you want to use for the new category.
| Type * 
Choose the category type for the category.

The category type determines where the category appears on your reports. If you’re not sure which type to choose, you should check with your accountant.

The category group is determined by the category type you choose and you can’t change this.

* Indicates a required field.

  • 4. Click Save.

To edit an existing category

You can’t change the category name or category type of control accounts, indicated by *, or exclude them from the chart of accounts.

  • 1. Click Settings.
  • 2. Click Chart of Accounts.
  • 3. Click the category you want to edit.

To quickly find the category, if you know the code or name, enter this in the search box.

  • 4. Make the necessary changes.

If you change the category type, this doesn’t affect any transactions posted to the previous category.

  • 5. Click Save.

To exclude a category from your chart of accounts

You can’t delete a category; however, if it isn’t a control account, you can exclude the category from the chart of accounts. If you exclude the category, it’s not available for selection when posting transactions.

  • 1. Click Settings.
  • 2. Click Chart of Accounts.
  • 3. Click the required category.
  • 4. Clear the Included in Chart check box and then click Save.

If you want to include the category again in the future, edit the category again and select the Included in Chart box.

To save or print the chart of accounts list

  • 1. Go to Reports.
  • 2. Click Chart of Accounts.

The report shows a list of all categories. To view a list of categories for a particular category type, open the Type drop-down and select the relevant category type from the drop-down list.

  • 3. Click Export and select either CSV or PDF.
  • CSV – The file automatically downloads to your Downloads folder or you’re prompted to save the file > browse to where you want to save the file > Save.
  • PDF – The PDF opens in a new window or tab. You can then choose to print or save the report from your browser menu.

Exporting a chart of accounts

If you need to create a new company, you can export the chart of accounts in your existing company to a saved file. This allows you to then import the chart of accounts file in to your new company to reduce setup time.