Breeze comes with a pre-configured chart of accounts (COA). To view it, go to Admin > GL Account.
Note: The screenshot only shows the top part of the chart; there are over 100 accounts in total.
On this screen, you can view the accounts and drill down to individual ones. You can also add new ones as needed.
You can delete accounts if there are no transactions posted to them. To delete an account, go to Admin > Toolbox > Delete Objects.
Chart of Accounts Structure
Accounts are grouped into sets by using a Heading account and a Total account as the "bookends" with the Regular accounts in the middle, to create the following structure:
Heading account
- Regular account
- Regular account
- Regular account
Total account
Regular accounts are used in transactions; Heading and Total accounts only appear on reports.
An example is shown below.
This example has the following structure:
Heading Account – 1100-0000 CASH
- Regular Account – 1110-00000 Operating Cash
- Regular Account – 1115-00000 Credit Card
- Regular Account – 1120-00000 Escrow Cash
Total Account – 1190-00000 TOTAL CASH
The Regular Accounts total into 1190-00000 TOTAL CASH. The TOTAL CASH account totals into 1990-00000 TOTAL ASSETS. TOTAL ASSETS totals into 9990-00000 TOTAL OF ALL. Smaller sections are nested into larger ones.
By following this structure, you can make sure that data flows correctly through the COA, allowing reports to display the correct information.
The COA and Financial Reports
The purpose of the chart of accounts is to structure and format the data that goes into Financial Reports. Before you make any changes to the COA, you should run the Financial Reports you will use on a regular basis and see if they need to be changed.
Using Filters
You can use the Filters to view a specific subset of the accounts.
In this example, we selected Income Statement in the filter. The result is shown below.
Note: The screenshot only shows the top part of the screen. There are 68 accounts that match the filter criteria.
Exporting or Emailing the Chart of Accounts
There is a Chart of Accounts report that can be exported to Excel or PDF. You can also click a button to email it to someone directly from Breeze, without exporting it first. Go to Reporting > Admin Reports > Chart of Accounts.
To export the report, click Excel or PDF.
To email the report, click Email and populate the To address, subject, and body of the email. The report will automatically be attached to the email as a PDF.