Chart of Accounts

A Chart of Accounts (CoA) is a structured list of accounts used by a business to record financial transactions. It includes a set of default accounts, grouped into categories such as Assets, Liabilities, Equity, Income, and Expenses, to help track finances accurately. You can create additional accounts if your business needs them. If you’re unsure how to structure or customize accounts, it’s best to consult your accountant.

Account Categories

The following are the account categories available in Zoho Procurement:

Account Category	Description	Default Account Types
Assets	Resources a business owns or controls that provide future economic value, such as cash, inventory, and equipment. These accounts help track items acquired for use or long-term benefit.	Other Asset, Other Current Assets, Cash, Bank, Fixed Asset, Stock, Payment Clearing, Accounts Receivable, and Deferred Tax Asset
Liability	A business’s financial obligations or amounts it owes to others, such as bills payable, loans, and taxes. These accountsE help track amounts that must be settled in the future.	Other Current Liability, Credit Card, Long Term Liability, Other Liability, Overseas Tax Payable, Accounts Payable, and Deferred Tax Liability
Equity	The owner’s or shareholders’ interest in the business after liabilities are deducted from assets. These accounts help track investments, retained earnings, and profits.	Equity
Income	The money a business earns from its operations, such as sales or service revenue. These accounts help track earnings over a period.	Income and Other Income
Expense	The costs a business incurs to operate and earn income, such as rent, utilities, and salaries. These accounts help track spending over a period.	Expense

Add New Accounts

If an existing account in the Chart of Accounts does not accurately represent a specific type of transaction or reporting need in your business, you can create a new account. Here’s how:

Go to Settings in the top right corner of the page.
Click Chart of Accounts under General.
Click View Chart of Accounts in the top right corner.
Click + New in the top right corner.
In the Create Account popup, fill in the following fields:
- Account Type: Select the account type. Check the section to know more about account types.
- Account Name: Enter a name for the account.
- Account Code: Enter a unique reference code for this account. It can be up to 50 characters long and may include letters, numbers, hyphens, and underscores.
- Description: Add a description if needed to explain the purpose of the account. This helps other users in your organization understand how the account should be used. You can enter up to 500 characters.
- Add to the watchlist on my dashboard: Check this option to add the account to the Account Watchlist on the Dashboard tab of the Home page.
Click Save. You can now use this account to track transactions.

Import Chart of Accounts

If you have account details stored locally or you are migrating from another accounting system, you can easily import them into Zoho Procurement. Here’s how:

Go to Settings in the top right corner of the page.
Click Chart of Accounts under General.
Click View Chart of Accounts in the top right corner.
Click the More icon in the top right corner and select Import Chart of Accounts.
On the Configure page, click Choose File and select the file you want to import.
If you want to upload another file instead of the selected file, click Replace File and choose another file.

Note:

You can only import files in the CSV, TSV, and XLS formats.
The file size must not exceed 10 MB.

Pro Tip: You can download and use the sample file as a reference for the format, and fill it with the data you want to import, if needed.

After you select the file, fill in the following fields:
- Duplicate Handling: Select how you want to handle duplicates. Duplicates are identified by comparing the account names in Zoho Procurement with those in the import file. Choose one of the following:
  - Skip Duplicates: To keep the existing accounts in Zoho Procurement and ignore duplicates in the import file.
  - Overwrite Accounts: To import the duplicates from the import file and overwrite the existing accounts in Zoho Procurement.
- Character Encoding: The default is UTF-8 (Unicode). Ensure you select the correct encoding based on your file.
Click Next.
On the Map Fields page, map all the necessary fields.
If you’d like to re-use the mapping for future imports, check Save these selections for use during future imports.
Click Next.
On the Preview page, review the data, and click Import. The accounts from your file are now imported into Zoho Procurement.

Edit Accounts

You can update the details of an account by editing it. Here’s how:

Go to Settings in the top right corner of the page.
Click Chart of Accounts under General.
Select the account you want to edit. This applies only to default accounts, which can be identified by the Lock icon next to them.
Hover over the account you want to edit, click the Gear icon, and select Edit from the dropdown. This applies only to non-default accounts.
In the Edit Account popup, modify the necessary details, and click Save.

Mark Accounts as Inactive

If you don’t need an account right now, you can mark it as inactive instead of deleting it.

Note: Default accounts (those with the Lock icon next to them) cannot be marked as inactive.

To mark accounts as inactive:

Go to Settings in the top right corner of the page.
Click Chart of Accounts under General.
Click View Chart of Accounts in the top right corner.
Hover over the account you want to mark as inactive.
Click the Gear icon and select Mark as Inactive from the dropdown. The selected account will be made inactive, and users will not be able to associate it with transactions.

You can also mark multiple chart of accounts as inactive. Here’s how:

Go to Settings in the top right corner of the page.
Click Chart of Accounts under General.
Click View Chart of Accounts in the top right corner.
Select the accounts you want to mark as inactive.
Click Mark as Inactive at the top. The selected accounts will be made inactive.

Mark Accounts as Active

If you need an account that was previously disabled, you can use it by marking it as active. Here’s how:

Go to Settings in the top right corner of the page.
Click Chart of Accounts under General.
Click View Chart of Accounts in the top right corner.
Hover over the inactive account you want to mark as active.
Click the Gear icon and select Mark as Active from the dropdown. The selected account will be made active, and users will be able to associate it with transactions.

You can also mark multiple chart of accounts as active. Here’s how:

Go to Settings in the top right corner of the page.
Click Chart of Accounts under General.
Click View Chart of Accounts in the top right corner.
Select the inactive accounts you want to mark as active.
Click Mark as Active at the top. The selected accounts will be made active.

Export Chart of Accounts

If you need to back up your data, migrate to another accounting system, or share records with your accountant, you can export the Chart of Accounts from Zoho Procurement. Here’s how:

Go to Settings in the top right corner of the page.
Click Chart of Accounts under General.
Click View Chart of Accounts in the top right corner.
Click the More icon in the top right corner.
Hover over Export and select Export Chart of Accounts.
In the Export Chart of Accounts pop-up, fill in the following fields:
- Module: By default, the module will be Chart of Accounts.
- Export Template: Select a template from the dropdown to export the file with your chosen fields. To create a new template, click + New Template from the dropdown.
- Decimal Format: Choose how the currency in the transactions for this account should be displayed.
- Export File Format: Choose the format (CSV, XLS, or XLSX).
- File Protection Password: Enter a password if you want to lock the file.
Click Export. A file containing the accounts with your selected preferences will be downloaded to your device.

Customize Columns

You can choose the columns to be displayed on the Chart of Accounts List page and the order in which they should be displayed by customizing the columns. Here’s how:

Go to Settings in the top right corner of the page.
Click Chart of Accounts under General.
Click View Chart of Accounts in the top right corner.
In the Customize Columns pop-up:
- Check the columns that you want to display and uncheck the columns you want to hide.

Note: You’ll not be able to uncheck columns with the Lock icon next to them.

Rearrange the order of the columns by dragging and dropping the fields.
Click Save. The columns on the Chart of Accounts List page will be customized as per your preference.

Export Current View

If you’ve customized the columns shown on Chart of Accounts List page, you can export the Chart of Accounts with its visible columns. Here’s how:

Go to Settings in the top right corner of the page.
Click Chart of Accounts under General.
Click View Chart of Accounts in the top right corner.
Click the More icon in the top right corner.
Hover over Export and select Export Current View.
In the Export Current View pop-up, fill in the following fields:
- Decimal Format: Choose how the currency should be displayed in the transactions for this account. Export File Format: Choose the format (CSV, XLS, or XLSX).
- File Protection Password: Enter a password to lock the file if needed.
Click Export. A file containing the accounts in the same order as they appear on the Chart of Accounts List page will downloaded to your device.

Delete Accounts

Note: Default accounts (those with the Lock icon next to them) cannot be deleted.

Prerequisite: You cannot delete an account if it’s associated with any transactions in Zoho Procurement. Either update the transactions to use another account or delete the transactions individually to delete the chart of account.

If your business doesn’t use a chart of account anymore, you can delete it. Here’s how:

Go to Settings in the top right corner of the page.
Click Chart of Accounts under General.
Click View Chart of Accounts in the top right corner.
Hover over the account you want to delete.
Click the Gear icon and select Delete from the dropdown.
In the pop-up that follows, click OK to confirm your action. The account will be deleted.

You can also delete multiple chart of accounts. Here’s how:

Go to Settings in the top right corner of the page.
Click Chart of Accounts under General.
Click View Chart of Accounts in the top right corner.
Select the accounts you want to delete.
Click Delete at the top.
In the pop-up that follows, click OK to confirm your action. The selected accounts will be deleted.