Chart of Accounts

The Chart of Accounts in Zoho ERP contains a predefined set of accounts that help you record and track your business transactions accurately. These accounts are grouped into categories such as Assets, Liabilities, Equity, Income, and Expenses.

While Zoho ERP provides default accounts to get you started, you can create additional accounts to suit your business needs. If you’re unsure about customizing accounts, it’s recommended to consult your accountant.

Default Account Types in Chart of Accounts

Create a New Account

You can manually create a new account if you need to track transactions that don’t fit into the default accounts provided.

To create a new account:

• Log in to your Zoho ERP organisation.
• Go to the Accounting module in the left sidebar.
• Switch to Chart of Accounts tab in the modular bar.
• Click + New Account in the top-right corner.
• In the Create Account pop-up, enter the following details:
  • Account Type: Select the appropriate account type.
  • Account Name: Enter a name for the account.
  • Account Code: Enter a unique code (up to 50 characters).
  • Description: Add a description, if required.
  • Add to the watch list on my dashboard: Enable this to display the account in the Dashboard watch list.
• Click Save.

Once saved, the new account will be available for tracking transactions in Zoho ERP.

Import Chart of Accounts

If you’re migrating from another accounting system or have account data stored locally, you can import your Chart of Accounts into Zoho ERP.

To import the Chart of Accounts:

• Log in to your Zoho ERP organisation.
• Go to the Accounting module in the left sidebar.
• Switch to Chart of Accounts tab in the modular bar.
• Click the More icon in the top right corner, and select Import Chart of Accounts from the dropdown.
• In the Import page, click Choose File and select the file you want to import.

• After selecting the file, fill in the following fields:
  • Duplicate Handling:
    • Skip Duplicates: Keeps existing accounts and ignores duplicates in the import file.
    • Overwrite Accounts: Replaces existing accounts with duplicates from the import file.
  • Character Encoding: The default is UTF-8 (Unicode).
• Click Next.
• On the next page, map all the necessary fields. If required, check Save these selections for use during future imports.
• Click Next, review the preview, and click Import.

The accounts from your file are now imported into Zoho ERP.

Edit an Account

You can modify account details whenever required.

To edit an account:

• Log in to your Zoho ERP organisation.
• Go to the Accounting module in the left sidebar.
• Switch to Chart of Accounts tab in the modular bar.
• Select the account you want to edit.
• In the Account Details page, click Edit in the top left corner.
• In the Edit Account popup, modify the necessary details, and click Save.

The updated account details are saved successfully.

Attach Files to an Account

You can attach supporting documents such as invoices, receipts, or contracts to an account for reference or auditing.

To attach files to an account:

• Log in to your Zoho ERP organisation.
• Go to the Accounting module in the left sidebar.
• Switch to Chart of Accounts tab in the modular bar.
• Select the account you want to attach files to.
• In the Account Details page, click Attach Files in the top right corner.
• Choose one of the following upload options:
  • Drag and Drop
  • Cloud (Zoho WorkDrive, Google Drive, Dropbox, OneDrive, etc.)
  • Documents (from the Documents module)

The attached files will now be available for easy access and reference.

Mark an Account as Inactive

To mark an account as inactive:

• Log in to your Zoho ERP organisation.
• Go to the Accounting module in the left sidebar.
• Switch to Chart of Accounts tab in the modular bar.
• Select the account you want to mark as inactive.
• In the Account Details page, click the More icon and select Mark as Inactive.

The selected account will become inactive.

Export Chart of Accounts

You can export the Chart of Accounts for backup, sharing, or migration purposes.

To export the Chart of Accounts:

• Log in to your Zoho ERP organisation.
• Go to the Accounting module in the left sidebar.
• Switch to Chart of Accounts tab in the modular bar.
• Click the More icon and select Export Chart of Accounts.
• In the popup, fill in the required details:
  • Export Template
  • Decimal Format
  • Export File Format
  • File Protection Password
• Click Export.

The exported file will be downloaded to your device.

Export Current View of Chart of Accounts

You can export the accounts exactly as they appear on the screen.

To export the current view:

• Log in to your Zoho ERP organisation.
• Go to the Accounting module in the left sidebar.
• Switch to Chart of Accounts tab in the modular bar.
• Click More and select Export Chart of Accounts.
• Choose the required options and click Export.

The file is downloaded with the same column order and view.

Mark Accounts in Bulk as Inactive

To mark multiple accounts as inactive:

• Log in to your Zoho ERP organisation.
• Go to the Accounting module in the left sidebar.
• Switch to Chart of Accounts tab in the modular bar.
• Select the required accounts.
• Click Bulk Actions and select Mark as Inactive.

The selected accounts are now inactive.

Delete an Account

To delete an account:

• Log in to your Zoho ERP organisation.
• Go to the Accounting module in the left sidebar.
• Switch to Chart of Accounts tab in the modular bar.
• Select the account you want to delete.
• Click More and select Delete.
• Click OK to confirm.

The account is permanently deleted from Zoho ERP.