Clients & Profits X Online User Guide

New accounts can be added to the Chart of Accounts any time during the fiscal year. Once an account is added, it’s available to anyone in the agency to see and use it

For checking accounts only, the next check number appears in the Edit Account window in Chart of Accounts. You can have as many checking accounts as necessary and each account tracks its own check numbers.

To Add a new account

1 From the Chart of Accounts window, click the Add button.

The Add Account window opens.



2 Make your changes, then click Save.

Number The account number can contain up to 6 digits plus a 2digit dept. number. They’re customizable, but can’t be changed once the account has a balance. Active accounts appear everywhere. Making an account “inactive” prevents it from being used for new work. Inactive accounts will appear in the Chart of Accounts window and the lookup list with an “*” next to it.

Name The account name is a short description of the account’s purpose.

Class Each account belongs to a class (e.g., assets, liabilities, etc.). The class is used to organize accounts and determines what accounts are on the Balance Sheet and Income Statement.

Sub-class An optional subclass can be used for making subtotals on financial statements.

Profit Center An account can belong to a profit center by entering its number here.

Department An account can belong to a department by entering its number here. The dept. number is appended to the account number, so it can’t be changed if the account has a balance.

Roll up into Several like accounts can be combined together by entering a roll-up account here. When financials are printed with the rollup option, only the roll-up accounts will appear. It’s an easy way to print consolidated reports.

Description The description explains where, when, and how an account should be used. It’s a great way to document your accounting procedures.

Options: Roll-up only accounts are used for display purposes on financial statements, and are only used for printing. They can’t be used otherwise. Confidential accounts are only available to managers, and can’t be seen or used by regular users. They are typically used for hiding private or controversial accounts (like profit sharing for officers, etc.) from lookup lists and accounting reports. Any vendor payable or client receivable account should be marked as a control account. They are used by the Auditor to verify that aging reports equal the balance sheet. Only accounts marked as a checking account can be used for check writing. Each account has its own check numbering series. The starting (or current) number is user-defined to match your check forms.

Cash flow category The cash flow category is used to sort an account properly on the Cash Flow report.

Ratio category The ratio category is used by the financials to calculate business ratios.

To Edit an account

For checking accounts only, the next check number appears in the Edit Account window in Chart of Accounts. You can have as many checking accounts as necessary and each account tracks its own check numbers.

1 From the Chart of Accounts window, click the Edit button.

The Edit Account window opens.

3 Make your changes, then click save.

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