Chart of Accounts Numbering

The main components of the income statement accounts include the revenue accounts and expense accounts. Expense and revenue accounts make up the income statement, which provides insight into a business’s overall profitability. The remaining three accounts make up the balance sheet, which conveys the business’s financial health at that point in time and whether it owes money. Accounts may be added to the chart of accounts as needed; they would not generally be removed, especially if any transaction had been posted to the account or if there is a non-zero balance.

  • A well-designed chart of accounts will help you plan, analyze, and control your business results.
  • There is no strict rule on the code pattern, but usually, the numeric codes work best because of the simplicity to feed it in the normal keyboard.
  • You can use them as a reference while creating one for your business.However, ensure that you have a provision to add more accounts in the future.
  • For a wholesale business, Cost of Goods Sold are the costs of the goods you purchase for resale.
  • An international corporation with several divisions may need thousands of accounts, whereas a small local retailer may need as few as one hundred accounts.
  • If you choose Yes, you will be brought to a screen to specify the structure of the account numbers you wish to use in the Chart of Accounts.

Balance sheet accounts consist of assets, liabilities and equity; which are arranged by liquidity, with the most liquid assets listed at the top. Sales RevenueSales revenue refers to the income generated by any business entity by selling its goods or providing its services during the normal course of its operations. It is reported annually, quarterly or monthly as the case may be in the business entity’s income statement/profit & loss account.

5 Posting Edit Codes

A gap between account numbers allows for adding accounts in the future. The following is a partial listing of a sample chart of accounts. A chart of accounts will likely be as large and as complex as the company itself.

  • The content provided on and accompanying courses is intended for educational and informational purposes only to help business owners understand general accounting issues.
  • Just like the division code, the department code is also usually a two-digit code.
  • We also reference original research from other reputable publishers where appropriate.
  • Essentially, if you placed the statements of financial position and performance on top of each other, you would come up with the chart of accounts.
  • The key to designing a good chart of accounts is to group indirect costs with accounts that receive supply and repair expenses.
  • While preparing the chart of accounts, you can start with numbering the current assets and then can move on to the fixed cost ones.

Learn how to turn on and use account numbers for your chart of accounts in QuickBooks Online. As mentioned before, you can assign numbers to these accounts for a proper structure. You can referto the following example to understand how you can do this. Below are a few examples, including how you may use sub-accounts to show additional detail. You can use a subsidiary account and a subledger in the same transaction, if necessary. The subsidiary, or minor, account is an optional part of the account. Use the subsidiary when you need detailed accounting activity for an object account.


This helps the account managers to locate accounts while making entries and preparing financial statements easily. Companies categorize their assets as fixed or current and are items a company owns. Current assets are assets such as savings accounts, checking accounts and inventory, and are assets that the company can convert directly into cash when needed.

COA helps companies prepare, maintain, and monitor their financial accounts as per the standard accounting norms. It facilitates stakeholders to interpret a company’s financial performance with ease. A general ledger is the record-keeping system for a company’s financial data, with debit and credit account records validated by a trial balance. Examples of expense accounts include the cost of goods sold,depreciation expense, utility expense, and wages expense. A chart of accounts is a financial organizational tool that provides a complete listing of every account in the general ledger of a company, broken down into subcategories. After you are done with the list of accounts, make sure to distribute the list to any employees that may use it.

Example Of A Chart Of Accounts

Level 2 is completely excluded because the reporting limitations of QuickBooks – the expand/collapse function of QuickBooks reports can only show the highest or lowest level. The work around is to include the Level 2 abbreviation at the beginning of the parent account name (e.g. GnA – Facilities) to group accounts together on reports. Margin may be the single most important metric for your business. To calculate margin Chart of Accounts Numbering by product or service line you need to setup matching revenue and cost of goods sold accounts. Your Tax CPA will define your chart of accounts in a way that makes filing your taxes easy – but that is a once per year event , whereas you have to live with your COA the other 364 days out of the year. That uses a numbering system to organize the list of accounts, labeled in the software as the Chart of Accounts.

Chart of Accounts Numbering

Also, it’s important to periodically look through the chart and consolidate duplicate accounts. Metadata, or „data about data.” The Chart of accounts is in itself Metadata. It’s a classification scheme that enables aggregation of individual financial transactions into coherent, and hopefully informative, financial statements. Expenses are outflows or other using up of assets of an entity or incurrences of its liabilities from delivering or producing goods, rendering services, or carrying out other activities . This is usually a three-digit code that describes the type of account such as fixed assets, supplies expense or transportation expense.

Chart Of Accounts Examples

There is a trade-off between simplicity and the ability to make historical comparisons. Initially keeping the number of accounts to a minimum has the advantage of making the accounting system simple.

Under liabilities, the accounts payable could be numbered 2000, accrued expenses 2100, and wages payable 2200. Make your general ledger numbering system large enough that you can add new accounts as you need them. A chart of accounts isa tool that includes all the financial accounts that form part of your company’s financial statements. Accounts are usually numbered using three-, four-, or five-digit numbers (for example, 100, 1000, ). Complex businesses may require a chart of accounts with accounts numbered using more than five digits. Accounts listed in a chart of accounts are used to set-up the General Ledger as well as generate a balance sheet and income statement.

What Is The Chart Of Accounts?

The chart of accounts provides the name of each account listed, a brief description, and identification codes that are specific to each account. The balance sheet accounts are listed first, followed by the accounts in the income statement. An asset is a present right of an entity to an economic benefit (CF E16).

Chart of Accounts Numbering

The double-entry bookkeeping requires the balance sheet to ensure that the sum of its debit side is equal to the credit side total. A general ledger helps to achieve this goal by compiling journal entries and allowing accounting calculations. Companies use a chart of accounts to organize their finances and give interested parties, such as investors and shareholders, a clearer insight into their financial health. Separating expenditures, revenue, assets, and liabilities help to achieve this and ensure that financial statements are in compliance with reporting standards. Each of the accounts in the chart of accounts corresponds to the two main financial statements, i.e., the balance sheet and income statement. You can think of this like a rolodex of accounts that the bookkeeper and the accounting software can use to record transactions, make reports, and prepare financial statements throughout the year.

The content provided on and accompanying courses is intended for educational and informational purposes only to help business owners understand general accounting issues. The content is not intended as advice for a specific accounting situation or as a substitute for professional advice from a licensed CPA. Accounting practices, tax laws, and regulations vary from jurisdiction to jurisdiction, so speak with a local accounting professional regarding your business. Reliance on any information provided on this site or courses is solely at your own risk. Based on the sophistication of the company, the chart of accounts can be paper-based or computer based. Make sure to leave a lot of room between accounts to add new accounts.

Investopedia does not include all offers available in the marketplace. If you want to learn accounting with a dash of humor and fun, check out our video course. If you are new to accounting the next thing I would read about would be an Introduction to Bookkeeping. Accounts can be added or deleted by way of adjusting entries at anytime during the year. The following numbering system would be similar to that of a small to mid sized business. Each Main category begins with a certain number, and then the sub-categories within that Main category will all begin with the same number. Revenue Accounts – Revenue Accounts keep track of the money coming into the Business.

The chart of accounts is very crucial for a company’s accounting system. You can see it as a cabinet system, where each cabinet has a different set of files. Each set of files contain a different set of accounting information. To differentiate the cabinet or to easily identify which cabinet contain which file, the companies use the chart of account numbering. The account for cost of goods sold includes the cost of raw material, freight or delivery charges and labor, and can depend on the type of company. For a manufacturing business, the cost of goods sold would include expenses related to making the company’s products.

Within the accounts of the income statement, revenues and expenses could be broken into operating revenues, operating expenses, non-operating revenues, and non-operating losses. In addition, the operating revenues and operating expenses accounts might be further organized by business function and/or by company divisions. When setting up a chart of accounts, typically, the accounts that are listed will depend on the nature of the business. For example, a taxi business will include certain accounts that are specific to the taxi business, in addition to the general accounts that are common to all businesses.

A division will usually have various departments such as accounting, production, engineering and so on. In order, to identify the departments in a division, an account manager can use two to three-digit codes. If the business has more than one checking account, for example, the chart of accounts might include an account for each of them. The Payroll Expenses account tracks payroll items that are an expense to your company. These include salaries, wages, bonuses, commissions, company contributions such as a company-paid health plan, and the company-paid portion of taxes such as Social Security and Medicare. However, this standard chart of accounts provides accounts that are common to most businesses, and you may be able to use it with little or no modification. But if you’re looking for recommendations, these account number ranges might help.