CoA Editor - Assigning Accounts

Moving accounts into the right reporting category

Validis groups every account in your client's data into a reporting category. Where an account has landed in the wrong place, or has not been assigned at all, you can move it yourself in Chart of Accounts. Reports built from the data use these categories, so an account in the wrong category, or one left unassigned, will affect what the reports show.

Assigning accounts

Step 1

Open Chart of Accounts

Select Chart of Accounts in the menu on the left, under Accounts. The page opens with your client's categories collapsed, and the balance for each one alongside.

Step 2

Set the period and show nil balances

Choose the period you are working on in Financial Period. Turn Show Nil Balances on so that accounts with a zero balance in that period are listed too, otherwise they are hidden and easy to miss.

Step 3

Find the accounts you want to move

Select the arrow beside a category to open it, or use Expand All to open everything at once. Collapse All closes it again. If you know the account, Search by account name above the table is quicker than scrolling.

Individual accounts sit at the bottom of the tree, each with a tick box beside it.

Step 4

Select the accounts

Tick each account you want to move. The counter above the table keeps a running total, so you can check you have the right number before you go any further. Select Move when you are ready. Cancel clears your selection.

Step 5

Choose where they go

Move accounts opens, listing the available categories. Expand a category to reach the ones beneath it, or use Search by categories to find one by name. Select the destination, then select Move.

Step 6

Check the move went through

A confirmation appears at the top of the page naming how many accounts moved and where they went. The account now sits under its new category, the balances either side update, and the selection resets to zero.

If accounts are unassigned

Validis warns you when the data you are looking at contains unassigned accounts. Assign them before you rely on any report from that data, because the values in unassigned accounts are not included in the reports, so the figures can be understated.

The warning can be dismissed, but dismissing it does not assign the accounts. It is telling you the data is incomplete, not that something has gone wrong. Move the accounts into the right category using the steps above, and the warning clears once none are left.

Moving several accounts at once

You can tick as many accounts as you need before selecting Move, and they all go to the same destination. This is quicker than moving them one at a time where a whole group of similar accounts belongs in the same category.