Chart of Accounts

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Open the Chart

Open Accounting, then Chart of Accounts. The page shows KPI cards by account class, a search box, type filters, account numbers, names, current balances, parent-child structure, active status, and system-account locks.

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What Account Types Mean

• Assets: cash, bank accounts, accounts receivable, inventory, prepaid expenses, and fixed assets.
• Liabilities: accounts payable, sales tax payable, loans, credit cards, and accrued expenses.
• Equity: owner equity, retained earnings, and current year earnings.
• Revenue: product sales, service revenue, shipping revenue, discounts, and other income.
• COGS and expenses: inventory cost, freight cost, supplies, payroll, rent, fees, and operating expenses.

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Add or Edit an Account

1. Open Accounting > Chart of Accounts.
2. Click Add Account to create a top-level account, or use a row action to edit an existing account.
3. Enter the account number and name.
4. Choose the account type and normal balance.
5. Mark it as a header account only when it should group child accounts and not receive postings directly.
6. Mark it as a bank account only for cash accounts that represent real bank, drawer, or clearing accounts.
7. Set a parent account when the account should roll up under another account.
8. Save and review the account in the list before using it in settings or transactions.

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System Accounts

Some accounts are protected because Arcus needs them for automatic postings. These include receivables, payables, inventory, cost of goods sold, sales tax, undeposited funds, and retained earnings. Protected accounts can often be renamed for clarity, but their accounting purpose should not be changed casually.

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Where the Chart Affects Arcus

• Orders and invoices: sales, discounts, tax, payment, and receivable postings use mapped GL accounts.
• Inventory: receiving, adjustments, fulfillment, COGS, and recosting depend on inventory and cost accounts.
• Purchasing and AP: vendor bills, payments, credits, checks, and GRNI rely on payable and expense accounts.
• Bank reconciliation: bank accounts must connect to the correct GL cash account before reconciliation.
• Financial reports: account type, number, and parent structure control report grouping and order.

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Common Blocks

• Duplicate account number: choose a number that is not already active in the entity.
• Account does not appear in a dropdown: confirm it is active and that the account type is allowed for that workflow.
• Bank account option is disabled: only eligible asset accounts can be marked as bank accounts.
• Cannot deactivate an account: clear open balances and remove active settings that still depend on it.
• Reports look out of order: review account numbers and parent accounts.

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