You may need to edit an account, link it to payment methods, or archive it when no longer in use. This article explains how to fully manage accounts in the Chart of Accounts.
Edit an Account in the Chart of Accounts
Go to Accounting > Chart of Accounts.
Search for the account name or code.
Click the three dots next to the account.
Select Edit Account.
Update the details (account code, account name, description).
Click Save.
Link an Account to a Payment Method (already added)
Go to Settings > Payment Methods.
Click the 🖋️ icon.
Select the appropriate account.
Click the ✔️ icon.
Click Confirm to finalize the process.
The account will now be linked to the payment method.
ℹ️ Note: If you add a sub-account that is linked to a payment method, the link will be removed automatically. You can re-link them if needed.
ℹ️ Note: For steps on how to add a new payment method, click here.
Archive and Restore Accounts
ℹ️ Note: Archiving an account changes its status and hides it from the Chart of Accounts. Archived accounts cannot be used for payments or collections.
Archive an Account
Go to Accounting > Chart of Accounts.
Search for the account name or code.
Click the three dots next to the account > select Archive Account.
Click Archive Account again to confirm.
The account will be moved to the archived accounts list.
⚠️ Warning:
The account cannot be used until it is restored.
Any linked payment methods will be unlinked automatically and reassigned to default accounts.
Restore an Archived Account
Go to Accounting > Chart of Accounts.
Click Archived.
Click the arrow icon next to the account.
The account will be restored immediately and can be used again.
FAQs
1. Why can’t I edit some accounts in the chart?
Level 1 accounts cannot be edited (e.g., Assets). Only lower-level accounts can be edited.
2. I edited the account details but nothing changed. Why?
Refresh your browser page using the reload arrow or press CTRL+R on your keyboard.
3. Can I archive any account in the Chart of Accounts?
Accounts can be archived except in the following cases:
Main accounts.
Level 1 and Level 2 accounts.
Accounts with a non-zero balance (must be zero).
Accounts with sub-accounts (archive the sub-accounts first).
4. Can I view the details of an archived account?
Yes. Click the 👁 icon to view details. The last 10 transactions before archiving will be displayed.
5. Can I export a statement of an archived account?
No. Statements of archived accounts cannot be viewed or exported.