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Chart of Accounts

The Chart of Accounts is the list of every ledger account your organization posts to. Every transaction in SolaBooks — invoices, bills, payments, journal entries — debits and credits accounts on this list. The chart is created during the setup wizard, but you can extend or rename it at any time from the Accounts panel → Chart of Accounts.

Step by step

Browse the chart

  1. Open the Accounts panel → Chart of Accounts. Each row shows the account code, name, type (Asset, Liability, Equity, Income, Expense), subtype (e.g. Current Asset, Cost of Sales), parent, status (Active or Archived), a VAT role badge where relevant, and a single base-currency balance column — e.g. "Balance (JOD)" if your base currency is JOD.
  2. Use the toolbar to filter by type or status, search by code or name, and switch between flat and hierarchical view.

The VAT role badge marks the accounts involved in VAT: input (VAT you pay on purchases), output (VAT you charge on sales), and control (the account your VAT return settles through). It's a quick way to see your tax accounts at a glance — see Taxes & VAT.

Drill into AR / AP control accounts

The AR and AP control accounts can be expanded to show per-customer and per-supplier subledger rows — how the control balance splits across your counterparties. This drill-in is display-only: you can't post to a subledger row directly, but it's the fastest way to answer "who makes up this receivables balance?" without opening a report.

Create an account

  1. Click "Add Account" (in the Accounts panel) or the new-account button on the chart.
  2. Pick the Type (Asset / Liability / Equity / Income / Expense). Type cannot be changed after the account has any postings.
  3. Pick the Subtype. If the subtype you need is not in the list, you can add a new one (if the option is unavailable, ask your workspace administrator).
  4. Enter the Code (must be unique) and Name.
  5. Optionally set a Parent account to make a sub-account.
  6. Optionally set a Tax default so transactions hitting this account pre-fill that tax code.
  7. Save.

Edit an account

You can rename, re-code, change parent, change tax default, and change the description. The Type is locked once any transaction posts to the account.

Activate / archive an account

Archiving keeps the account in reports historically but stops it from showing in transaction pickers. You can un-archive at any time.

Opening balances

Opening balances bring your existing books into SolaBooks as of your start date.

  • Enter balances directly in the opening-balance wizard, or use the Excel template import: download the styled multi-sheet template (it pre-lists your real accounts, customers, suppliers, and items), fill it in, and import — the wizard is filled for you.
  • Export Balances downloads your current opening balances for review or sharing with your accountant.
  • Once there is posted activity on or after the opening date, opening balances lock and the page shows an "Adjustment required" banner — from that point, changes must go through an adjusting journal entry rather than editing the opening figures directly.

The system creates a balanced opening journal, so the trial balance comes out right.

Bulk actions

Pick one or more rows in the list, then choose an action from the bulk menu — delete, activate, or deactivate.

Delete an account

You can delete an account only if nothing depends on it — an account with postings, or one that other records reference, cannot be deleted. Archive it instead.

Behaviour and rules

  • Type is structural. Once an account has any debit or credit, its type is fixed. The whole P&L / Balance Sheet split depends on the type. (An emergency reclassification exists for the workspace owner but is hidden by default.)
  • Subtypes drive reports. Subtypes (Current Asset, Fixed Asset, Long-term Liability, Cost of Sales, Operating Expense, etc.) decide which section a number lands in on the Balance Sheet and P&L. Get them right.
  • System and default accounts are protected. Accounts the system depends on — VAT control, AR/AP control, default sales, retained earnings, and other defaults — hide unsafe actions like delete and type change. You can't delete an account other records depend on.
  • Balances are shown in base currency. The list shows one balance column in your organization's base currency, so mixed-currency charts still read consistently.
  • Active vs archived. Archived accounts no longer appear in transaction pickers, but their balances still appear in reports for periods when they had activity.
  • Default account map. Settings ▸ Account Defaults lets you say which account is "default sales", "default cost of goods sold", "default rounding", and so on. Those defaults refer to entries in this chart.
  • Access. Creating, editing, archiving, deleting, and changing account types are each controlled separately — deletion and type changes are typically reserved for the workspace owner. If a button you expect is missing, ask your workspace administrator.

Common mistakes

  • Can't change an account's type. Type changes are reserved for the workspace owner and only make sense before an account has postings. Ask the owner if a genuine reclassification is needed.
  • Opening balance on a locked period. Adding an opening balance writes a journal — that journal needs an open period. Ask the owner to unlock, or pick a date in an open period.
  • "Opening balances are locked." There's posted activity on or after your opening date — that's the "Adjustment required" banner. Post an adjusting journal instead of editing the opening figures.
  • Archived account still referenced. Archiving doesn't block existing transactions — only new ones. The historic postings keep working. To fully remove an account, you'd first have to re-tag every line on every document that references it.
  • Account code collision. Codes must be unique per organization. The new-account form blocks duplicates.
  • "Delete is missing on some accounts." Those are protected system/default accounts, or accounts other records depend on — archive instead.

Related

  • Setup wizard — installs the default Chart of Accounts.
  • Journal entries — every line picks an account from here; opening-balance adjustments post here too.
  • Banking — Bank / Cash accounts are chart entries.
  • Taxes & VAT — the input / output / control VAT accounts.
  • Fixed assets — asset, accumulated-depreciation, and depreciation-expense accounts live here.
  • Base currency adjustments — Unrealized FX Gain/Loss accounts.
  • Settings — account defaults.
  • Reports — General Ledger, Trial Balance, Balance Sheet, P&L.
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