Open Financial and select Chart of accounts in the menu.
If you cannot see the menu item, you probably do not have permission for it. Contact support.
The Chart of accounts screen shows all of the company's accounts in one combined list. For finance accounts (Operating and Balance), current figures are shown for opening balance, debit, credit, amount, balance and budget for the selected period. The list forms the basis for posting, reporting and SAF-T export.
At the top of the screen is a button bar with actions for creating, editing and exporting. Below it the account list itself is shown. Double-click an account to open the edit form.
If you have access to more than one organizational unit, a selector is shown in the upper left, allowing you to switch the context the figure columns are shown for.
All available columns are described below. Columns marked with "(hidden by default)" are not shown unless you enable them via the column selector in the list header.
Account number: The account's unique number. Used to identify and reference the account in entries and reports.
Account type: Indicates which type the account is. See the "Account types" section for a description of the possible types.
Name: The account's display name. Used in posting journals, reports and lookups.
Description: Optional shorter description of the account's purpose.
VAT type: The VAT type associated with the account (only shown for finance accounts).
Opening balance: Incoming balance at the start of the period (finance accounts only).
Debit: The period's total debit movements (finance accounts only).
Credit: The period's total credit movements (finance accounts only).
Amount: Net movement in the period (hidden by default).
Balance: The account's balance at the end of the period (finance accounts only).
Budget: Budgeted balance for the period.
Budget ratio %: The ratio between actual balance and budget as a percentage (hidden by default).
Previous opening balance: Incoming balance for the comparison period (hidden by default).
Previous debit: Debit movements in the comparison period (hidden by default).
Previous credit: Credit movements in the comparison period (hidden by default).
Previous amount: Net movement in the comparison period (hidden by default).
Previous balance: Balance at the end of the comparison period (hidden by default).
Previous budget balance: Budgeted balance for the comparison period (hidden by default).
Previous budget ratio %: Budget/balance ratio for the comparison period as a percentage (hidden by default).
Previous amount ratio %: The amount ratio between the current and previous period as a percentage (hidden by default).
You can customize which columns are shown by clicking the column icon in the list header and selecting the desired columns.
Click the magnifying glass in the button bar to search free text across account numbers and names. Individual columns can be filtered via the filter fields in the column headers.
See How to search in lists for more about searching and filtering.
Click the + icon to open a dropdown menu with the account types you can create:
Heading, Sum from, Sum interval, Operating and Balance.
Select the desired type to open the creation form for that account type.
Select an account in the list and click the edit icon (pencil) to open the edit form. The action is only active when an account is selected. You can also double-click directly on an account.
If you change the account type of an existing account, a confirmation dialog is shown before the change takes effect.
Select an account and click the delete icon (cross). A confirmation dialog is shown. Deletion is not possible if the account is in use in entries or setup.
The Show entries button is shown in the button bar and is active when a finance account (Operating or Balance) is selected. The button requires that you have the "OrganizationalUnitShowFinancialEntries" permission. Click the button to open the entry list for the selected account.
The Manage budget button is only visible when a finance account is selected. It opens budget management for that account. Read more here:
The Budget button is only visible when a finance account is selected. It opens an overview of budget balances for the account.
The Period button opens the period dialog, where you select the date range the figure columns in the list are calculated from. The dialog is described in more detail below in the "Period dialog" section.
Opens the VAT reporting flow. Read more here:
If you click the export button, you can generate and export reports for the chart of accounts. The button is always visible.
The More menu (hamburger icon) contains two actions:
Show standard chart of accounts opens the standard chart of accounts for reference. Read more here:
Show standard chart of accounts
Add standard accounts adds the accounts from the standard chart of accounts that do not yet exist in your chart of accounts.
The period controls which date range is used to calculate opening balance, debit, credit, amount, balance and budget figures in the account list, as well as the associated "Previous" columns.
Click the Period button to open the dialog. Here you can specify a specific From and To date manually or use the shortcut buttons:
Current year sets the period to the calendar year from January 1 to today.
Current month sets the period to the current calendar month.
Previous year sets the period to the previous calendar year.
Previous month sets the period to the previous calendar month.
Financial year dropdown lets you choose among defined accounting periods.
Press OK to apply the period. The button bar's Period button then shows the selected period as text.
The form is opened either via the + menu (new account) or by editing an existing account. All account types share a set of common fields, and in addition type-specific fields are shown depending on the selected account type.
Account number: Required. Must be a positive integer and unique in the chart of accounts. Enter the account number the account should have in your accounting.
Name: Required for all account types except Heading. The account's display name, used in posting journals and reports.
Account type: Shows and changes the account's type. If you change the type of an existing account, a confirmation dialog is shown. The possible types are: Heading, Sum from, Sum interval, Operating and Balance.
Description: Optional free text to describe the account's purpose.
Page break after: Checkbox. If checked, a page break is inserted after this account when printing balance and income statement reports.
Standard account: Autocomplete search field to link the account to an account in the standard chart of accounts. Mapping is required for SAF-T export. The posting journal can show guidance from the standard account, even if no guidance has been written on the account itself.
If a previously linked standard account has been removed automatically (e.g. when updating the standard chart of accounts), a warning is shown under the field with the number of the account that was removed.
Guidance: HTML editor (max. 5,000 characters). Used to write a description or guidance for the account, which can be shown in the posting journal when a user selects the account.
The sections below describe the type-specific fields for each account type.
Heading is a pure text account with no link to a finance ledger. It is used to structure the chart of accounts with section headings. There are no type-specific fields beyond the common fields.
The Sum from account sums all accounts from a given account up to and including this account.
From account: The account number the summation starts from.
The Sum interval account sums all accounts within a defined interval.
From account: The account number the interval starts at.
To account: The account number the interval ends at. The To account number must not be lower than the From account number.
The Operating account is a finance account used for the income statement. It has all the finance account fields described below.
The Balance account is a finance account used for the balance sheet. It has exactly the same fields as the Operating account.
Operating and Balance are two separate account types in Sapera and are created via their own menu item in the + dropdown. They are described together here, as the fields are identical.
Closing account: Autocomplete field that links this account to a balance account used at year-end closing. Only balance accounts can be selected here.
VAT types: The VAT type that entries on the account are posted with by default. The user can always select a different VAT type manually in the posting journal.
Code: A free-text field for an external finance account number or a code used for integration with external systems.
Payment posting method: Determines how the cash register day-end closing creates payment entries. Options:
Combine: All payments that hit the account are combined into one entry per day-end closing.
Combine per card issuer: All payments are combined into one entry per day-end closing and per card issuer.
Do not combine: Each payment is created as an individual entry with the sale as reference.
Creation of entries: Controls whether entries may be created on the account. Options:
Allow: The account can be used without restriction.
Prevent: No entries can be created on the account. If the account is part of setup used, for example, for invoice posting, the posting will fail.
Prevent if the voucher total differs from 0: Invoices, purchase invoices and cash register reconciliations do not fail — the entries are created and placed in a journal, even if the posting journal is set to automatic posting. These entries cannot be posted, however, until offsetting entries have settled them so that the total voucher balances to 0.
Enabled: Indicates whether posting is allowed on the account. The account is disabled if the field is not checked.
Enabled for manual entries: If the account is enabled and you want to allow manual entries — as opposed to only Sapera-generated entries — this field must be checked.
Show movement in journals: If checked, the account's movement is shown in the control panel at the bottom of the posting journal. Read more here:
Is customer or supplier required: For accounts receivable and accounts payable collective accounts, this field should be checked. It prevents entries being created on collective accounts without specifying a customer or supplier.
Omit VAT on the entry line when this account is used as an offset account and either a customer or supplier is selected: If checked, the VAT on the entry line is suppressed when the account appears as an offset account and a customer or supplier is selected on the entry at the same time.
Purpose: Categorizes the account by its accounting purpose. Used among other things for reports and integrations. Options: Asset, Inventory, Liability, Equity, Sales, Cost of goods, Expense, Other.
Accrual account: Links an accrual account to this account. Used for automatic accrual of entries.
Create imported entries in org. unit: Select the organizational unit that imported entries on this account should be created in. If the field is empty, the entries are created in the current organizational unit.
Filter imported matches per org. unit: Multiselect field. Specifies which organizational units are used to match imported entries on this account.
The Notes and Attachments tabs are shown at the bottom of the edit form and are only available when the account has already been saved (i.e. not when creating a brand new account).
Notes: Here you can attach internal notes to the account. Click Add to write a note.
Attachments: Here you can attach files to the account. Click Add to upload. Existing attachments can be downloaded or deleted.
In the upper right corner of the edit form a history icon (clock) is shown. The button is only visible when you are editing an existing account (not when creating). Click it to see a chronological log of all changes made to the account, including who changed what and when.
Click Save + close to save the changes and close the form. Click Cancel to leave the form without saving.
From the Chart of accounts screen you can generate reports via the export button. You can also read more about the associated reports here:
If you have questions, you are welcome to contact support.
Want to know more?
Read more in these related articles:
Accounting - Creating accounts
This article explains how to create new accounts in the chart of accounts via Financial
Show standard chart of accounts
Get an overview of the standard chart of accounts in Sapera — review accounts and VAT types, understand the associated fields, and see how the standard plan can be used as a template for the accounting setup.
Accounting - Finance setup
This article explains how to configure the finance setup in Financial
