Skip to content
English
Contact us
  • There are no suggestions because the search field is empty.

How Do I View and Understand the Chart of Accounts

Financials > Chart of Accounts is the master list of every accounting account an organization's books are built on. Every Manual GL Entry, invoice, expense, and financial report ultimately posts to one of these accounts. Think of it as the organization's filing system for money: instead of one giant pile of transactions, every dollar in or out gets filed under a specific labeled account (like "Operating Cash" or "Late Fees").

How to Get There

Click Financials in the left nav, then Chart of Accounts.

The Six Account Categories

Each category has its own reserved account-number range and its own "+ Add Account" button:

  • Assets (1000-1999) — things the organization owns or is owed, other than cash, such as Accounts Receivable - Assessments (member dues owed) or Prepaid Insurance (insurance paid in advance).
  • Assets Cash (1000-1999) — the cash-specific subset of Assets: actual bank/cash accounts such as Operating Cash (primary checking account), Reserve Cash (reserve fund account), and Petty Cash (small cash on hand).
  • Liabilities (2000-2999) — what the organization owes, such as Accounts Payable (vendor invoices owed) or Security Deposits Held (key/amenity deposits).
  • Equity (3000-3999) — the organization's net worth accounts, such as Operating Fund Balance (retained operating funds) and Reserve Fund Balance (retained reserve funds).
  • Revenue (4000-4999) — money coming in, such as Assessment Income (regular dues), Late Fees (penalties for late payment), or Amenity Fees (pool, clubhouse, etc.).
  • Expenses (5000-5999) — money going out, such as Administrative - General (office supplies, postage), Insurance (D&O, liability, property), or Grounds Maintenance (landscaping, irrigation).
Filtering and Searching

At the top of the page:

  • Search Chart of Accounts — searches by account number, name, or description across every category at once.
  • The Active/Retired/All dropdown — filters the whole list by status. It defaults to Active, so retired accounts are hidden unless you switch this to Retired or All.
  • Sort — reorders the account rows within each category.
Activity Log

The Activity Log button (top right of the page) opens a log of changes made on this screen — every account created, edited, retired, or reactivated is logged, along with who made the change and when. Use it to answer questions like "who retired the old Landscaping account and when."