Chart of Accounts

Administration – Chart of Accounts

The Chart of Accounts Management screen allows administrators to configure account codes for inventory tracking, reporting, and financial control. Each entry represents a unique account that can be linked to cost centers, AFEs, and other modules.

? Chart of Accounts Grid Overview

Upon loading, you'll see a searchable and filterable grid of all configured accounts.

Key Columns:

• Account Major – Group-level code (e.g., 9001)

• Account Minor – Specific account ID (e.g., 5001)

• Account Name – Description (e.g., “G&G Inventory”)

• Net Account Type – Financial category (e.g., INVENTORY)

• Account Type – Classification (e.g., FIXED ASSET)

• Control Account – Indicates whether it’s a control account

• AFE Required – Whether an AFE is mandatory or optional

• Cost Center Required – Whether a cost center is required

• Expiry Date – Optional; blank if active indefinitely

• OT Status – Active or Archived

• Created / Created By – Initial creation timestamp and user

• Last Update / Updated By – Latest modification info

Standard Grid Features:

• ✅ Column Filtering – Narrow by account type, status, etc.

• ? Search Bar – Instantly locate by name or code

• ⚙️ Column Controls – Show/hide, resize, or auto-fit columns

• ? Pagination – For long lists

➕ Adding a New Account (Manual Entry)

1. Click the Add New button.

2. A blank row will appear at the top of the grid.

3. Fill out the following required fields:

   • Account Major

   • Account Minor

   • Account Name

   • Net Account Type

   • Account Type

   • AFE Requirement (Optional / Required)

   • Cost Center Requirement (Yes / No)

   • Expiry Date (optional)

   • OT Status (Active / Archived)

4. Click ✅ Save or ❌ Cancel to discard.

⬆ Importing Chart of Accounts (Bulk Upload)

Used to upload or update multiple accounts at once.

Steps:

1. Click Download Import Template to get a blank Excel file (.xlsx).

2. Fill out the required fields in the spreadsheet:

   • account_major

   • account_minor

   • account_name

   • net_account_type

   • account_type

   • control_account (Yes/No)

   • afe_required (Optional/Required)

   • cost_center_required (Yes/No)

   • expiry_date (optional)

   • ot_status (Active/Archived)

3. Save your file locally.

4. Click Import Chart of Accounts and select your file.

5. Review the Import Preview screen.

? Import Preview Guide

After uploading your file, you’ll see a breakdown of what’s changing:

Key Sections:

• New Records – Entries not currently in the system

• Updates – Existing records that will be updated

• Removals – Records that will be archived (Overwrite mode only)

? Import Mode: Merge vs Overwrite

• Merge Mode (default):

  • Only adds new rows and updates matching ones

  • No deletions or archiving

  • Best for safe, incremental updates

• Overwrite Mode:

  • Treats your spreadsheet as the source of truth

  • Will archive any records not present in your file

  • Use with caution

⚠️ Switching to Overwrite Mode may archive existing data.

? How to Toggle Import Mode

• The Import Mode toggle is in the top-right of the Import Preview screen.

• Click to switch between:

  • Merge Mode

  • Overwrite Mode

• Always confirm your mode before clicking Execute Import.

▶ Execute the Import

Once satisfied with the preview:

• Click Execute Import to proceed.

• A banner will confirm when import is complete.

⬇ Exporting Chart of Accounts

1. Click the Export Chart of Accounts button.

2. The file downloads as an Excel sheet.

3. Use this for:

   • Bulk editing

   • Backup

   • Change tracking

   • Re-importing updates

✅ Summary of Available Actions