The Chart of Accounts is the backbone of your accounting system in Aplos. It organizes financial transactions into categories, enabling accurate tracking and reporting. This guide covers how to access, set up, and manage your Chart of Accounts. More of a visual learner? Checkout out our walk through video of the chart of accounts screen:

Accessing the Chart of Accounts

To access your Chart of Accounts:

1. Click the Fund Accounting tab at the top.

2. Hover over the Accounts dropdown on the left.

3. Click Account List.
   
   

Setting Up Funds

At the top of the Account List screen, you'll see a Funds section.

• Click Add Fund.
  

• Enter the name of your fund.

• Select a color if you would like

• Click Save.

Your fund will appear under the Equity / Fund Balances section.

To go more in depth on fund set up, view our resource on setting up your accounts.

New to fund accounting? Check out our resource on Understanding Funds in Aplos

Account Types and Groupings

Account types in Aplos include:

• Assets

• Liabilities

• Equity (Funds)

• Income

• Expenses

Each account type can contain Groupings and Accounts:

• Groupings organize related accounts.

• Accounts are where transactions are tracked.
  
  

Adding a Group

To add a new group:

1. Scroll to the bottom of an account category.

2. Click Add Group.
   

3. Enter a group name and click Save.
   
   

Adding an Account

To add an account within a group:

1. Click the + icon to the right of the group name.
   

2. Enter the account number, name, and other relevant details.

3. Click Save.

To learn more about the different options available when creating your account types, view our article on setting up your accounts.

Creating Sub-Accounts

Sub-accounts are often used for Income and Expense categories.

To create a sub-account:

1. Click + to add an account.

2. Check the Sub-account box.

3. Choose the parent account from the dropdown.
   

4. Click Save.

Sub-accounts appear indented beneath their parent accounts.

Reordering Groupings and Accounts

You can rearrange groupings and accounts via drag-and-drop:

• To move a grouping: Hover over the three lines on the left, then drag and drop. A yellow outline will show the new placement.

• To move an account: Hover over the account, then drag it to a different group. A blue outline will show the new placement.

Note: Accounts are sorted by number within a group. To reorder them, edit the account numbers.

Editing or Deleting Accounts and Groups

• To edit a group or account: Click on it to open the editor.

• To delete an account: Click the red delete button.

Note: If an account has tied transactions, deletion will not be possible.

Disabled accounts are grayed out and cannot be used in future transactions.

Disabling Accounts and Funds

In Aplos, if you disable an account, this indicates you no longer wish to use this account when recording new entries. Although inactive, this account will still appear on reports if there is transaction data tied to it.

To disable accounts

1. Click on the account
2. Locate the status section
   
3. Toggle to "disabled"
4. Click save

Disabled accounts are grayed out and cannot be used in future transactions.

Funds cannot be disabled like other account types. Instead:

1. Edit the fund name.

2. Add a prefix such as “XXX_” to populate the fund to the bottom of the list to help prevent selection.

3. Optionally add “Do Not Use” or "Archived" to the name.
   

Importing a Chart of Accounts

You can import a Chart of Accounts from an Excel file:

• Use our import template (which includes a formatting key) located at the bottom of this article.

• Fill in your account data using the template.

• Send your completed file to our Customer Care Team to complete the import.

Please note: That importing a chart of accounts will replace any transaction data currently in your account.

Once your chart of accounts is set up, you can enter the starting balances for your asset and liability accounts from your Starting Balances page. For more documentation about this step, read this support resource on Starting Balances.

Exporting the Chart of Accounts

To export:

1. Click the gear icon in the top of the Chart of Accounts screen.

2. Choose a format: .xlsx, .xls, or .csv.

3. Click Export.

Advance Options for Your Chart of Accounts

If you are looking for more granular reporting, such as classes, locations, or projects, you will want to consider using tags to add layers to your reporting. Tags allow you see a filtered view of certain financial reports without adding complexity to your chart of accounts. See the full resource on Accounting Tags In Aplos.

Account Segments

You can use account segments to run reports for specific accounts. Account segments allow you to filter selected portions of the accounts you created for easy report generating. To learn more check out our article on setting up account segments.

Need Help?

If you need help setting up or editing your Chart of Accounts, reach out to our Customer Care Team. We're here to assist!

• COA Import File.xlsx20 KB