Chart of Accounts screen

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Change to CS Support service hours

Our Support department is closed on Friday, April 28th for a company event. However, limited Accounting CS phone support is available on that date from 9 AM - 5 PM ET due to the approaching deadline for quarterly payroll tax forms.

Links to our most popular payroll tax processing topics are available in the Alerts and notices section on the right side of most pages.

Accounting service

Use the Chart of Accounts screen to add, modify, or delete accounts in the client's Chart of Accounts. (If you are licensed only for Accounting CS Payroll, use the live payroll-only version of the Chart of Accounts screen.)

Before you can add any accounts to the Chart of Accounts, you must first set up the account mask in the Setup > Clients > Account Mask tab.

Choose Setup > Chart of Accounts.

Note: You can add accounts on the fly by entering a unique account number in any account field and then pressing TAB to move to the next field. When you enter an account that does not yet exist, the application prompts you to add the account; choose Yes at the prompt to open the Chart of Accounts screen.

Fields & buttons

Displays the account mask that was set up in the Setup > Clients > Account Mask tab. You cannot modify the account mask in this field.

In the Identification section, enter basic information about the account.

  • Account number. Enter a unique account number that conforms to the account mask format (including account segments, if applicable). If the account mask includes separators, you do not need to enter those separators. For example, if the account mask is xxx-xx-xxxx and you enter 123456789, the application will display the number as 123-45-6789. However, if the core segment includes a decimal separator, you must enter the decimal when typing the account number.

    If the account mask includes segments and account codes have been set up for the segment, you can select the appropriate code for the segment from the Select Code dialog.

  • Description. Enter a descriptive name for this account using up to 120 characters.
  • Inactive checkbox. Mark this checkbox to designate this as an inactive account. The application filters inactive accounts from all account drop-down lists throughout the application, so they are not available for selection. However, you can include inactive accounts in reports, and you can reactivate the account at any time by clearing this checkbox.
  • Classification code/subcode. Select the applicable account classification code (required) from the drop-down list, and then select the applicable subcode (optional). The classification codes and subcodes included in the drop-down lists are set up in the Setup > Account Groupings screen.

    Note: You cannot modify or delete any of the predefined account classification codes or subcodes.

  • Restrict from Client Access. (Available only when the Client Access service is enabled for the client) Mark this checkbox to prevent the client from using this account in any of the GL account fields in their Accounting CS Client Access application.
  • Tax Code. Select the applicable tax code. If you assigned a tax code to this account classification code > subcode combination in the Setup > Firm Information > Standard Account Mappings screen, the application automatically enters the tax code in this field.
  • Unit. For multiple-unit entities, select the unit to designate the input screen location when transferring data to your tax application. For example, if you are transferring utilities expenses for a farm to the UltraTax CS Farm input screen and the tax code for the first unit's utilities is 632 and the unit is 1, you would transfer the second unit's utilities with a tax code of 632 and unit of 2.
  • M-3 Code. This field is available for only 1120, 1120S, and 1065 entities for revenue or expense account classifications (Income, Cost of Sales, Operating Expenses, Other Income, Other Expenses, Interest Expense, and Provision for Income Taxes). Select the applicable M-3 tax code. If you assigned an M-3 tax code to this account classification code > subcode combination in the Setup > Firm Information > Standard Account Mappings screen, the application automatically enters the tax code in this field.

The Account Groupings grid includes all account groupings that have been set up in the Setup > Account Groupings screen for the client. Select the appropriate code and subcode, if applicable, for each account grouping. If you assigned codes and subcodes to the account groupings in the Setup > Firm Information > Standard Account Mappings screen, the application automatically enters those codes and subcodes in this grid.

  • Add button. Click this button to add a new account to the client's Chart of Accounts.
  • Edit button. Click this button to edit information for the currently selected account.

    Note: If you change the account number for an account that is used for this client in other areas of the application, the application will update the account number for all existing instances of this account number.

  • Delete button. Click this button to delete the currently selected account.

    Note: You can delete only those accounts that are not used for this client in any other areas of the application. The application filters inactive accounts from all account drop-down lists throughout the application, so they are not available for selection. However, you can include inactive accounts in reports, and you can reactivate the account at any time by clearing the Inactive checkbox in the Chart of Accounts screen.

Note: Click the Edit Multiple Accounts link at the bottom of the screen to edit general information, assign codes, renumber accounts, segmentize accounts, and merge accounts. For details, see Edit multiple accounts.

Related topics

Setting up the chart of accounts mask

Adding accounts to the chart of accounts

Setting up account groupings

Chart of account masks and segments examples

Correcting a chart of accounts that is out of balance

Adding custom tax codes

Renumbering a client's chart of accounts

Searching and filtering data

Event tracking

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