The Goal: Add a new account to your Chart of Accounts so it is available for use throughout the software and (for QuickBooks Desktop users) maps correctly when you run the Accounting Transaction Export.
Before You Begin:
- You need billing/finance setup permissions to edit the Chart of Accounts.
- Have the exact account name and number from your general accounting software on hand — the name must match exactly.
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QuickBooks Desktop only:
If your QuickBooks Chart of Accounts contains sub-accounts and you plan to use the Accounting Transaction Export, you must enter the account numbers in the Chart of Accounts. See more about the Accounting Transaction Export here.
Step-by-Step Instructions
- Go to Finance, Billing section, click Settings and select Chart of Accounts. A list of the accounts currently configured in your system will be displayed.
- Click the Add button.
- Configure the following settings:
- Name: This is the name of the account. This name must match exactly the name of the account in your general accounting software.
- Number: This is the number associated with this account.
- Account Description: Enter a description of this account. This is for informational purposes only.
- Is Active: Select the check-box to activate this account. If the account is not activated, it will not be available for use within the software.
- Type: Select the type of account from the drop-down list.
- Chapter: If applicable, select the chapter associated with this account.
- Click Done to save the new account.
Common Pitfalls
- Account name mismatch: If the account name does not match the name in your general accounting software exactly, the Accounting Transaction Export will not map correctly. Copy the name verbatim, and (QuickBooks Desktop with sub-accounts) be sure to enter the account number.