Chart Of Accounts: Definition, Structure, Importance

What is a Chart of Accounts?

A chart of accounts is a listing of all financial accounts in a company’s general ledger whether it is commercial, industrial, or economic. This is achieved by allocating a unique number to each account or transaction. It is used to categorize transactions into groups, allowing you to track how transactions move in and out of a company.

The chart of accounts is also known as the accounting tree, as it is like a tree structure. It starts with main accounts, then branches into sub-accounts, and even more specialized ones.

For instance, take the Assets account – a main account. It has branches like current assets and non-current assets. Current assets, in turn, have more specific branches like inventory and cash. 

Cash, for example, can be broken down into sub-branches such as cash in a national bank and cash in a foreign bank. It's like a detailed map of a company's financial transactions.

How a Chart of Accounts Works

A Chart of Accounts (COA) is a structured framework that categorizes and organizes an organization's financial transactions. It organizes accounts into categories and subcategories, follows a hierarchical structure, and assigns unique identifiers. 

The COA guarantees that the accounting equation is balanced, makes it easier to record transactions accurately, and acts as a basis for generating financial statements. It is adaptable to a company's specific needs, aids in financial analysis, and provides a standardized language for communicating financial information. 

There's no one-size-fits-all format for a COA. Its structure depends on the unique needs and size of the business. The goal is to create a systematic and organized approach to financial management, ensuring accurate recording of transactions and facilitating the generation of meaningful financial reports.

Chart of Accounts Structure

To ensure the company's accuracy and success in meeting its financial goals, it is essential to focus on precision when creating the chart of accounts from the beginning and ensuring the availability of all its aspects and components. This is particularly crucial as the chart of accounts is only prepared once, and any inaccuracies can have a severe influence on the company's financial position.

The Chart of Accounts is typically organized to display information in the order that it appears in financial statements, with balance sheet accounts listed first, followed by income statement accounts. This structural pattern ensures a systematic representation of financial data.

Subaccounts play a significant role in providing more detailed information about each main category, facilitating a more granular analysis of a company's financial transactions. The specific subaccounts utilized may vary depending on the nature of the business and its reporting needs.

To illustrate, here are examples of subaccounts for each of the main account categories:

Assets

Current Assets:

• Cash on Hand

• Accounts Receivable

Fixed Assets:

• Buildings

• Lands

• Vehicles

• Machinery and Equipment

Liabilities

Current Liabilities:

• Accounts Payable

• Short-Term Loans

Long-Term Liabilities

• Bank Loans

• Mortgage Payable

Equity

• Common Stock

• Capital

• Retained Earnings

Revenue

• Product Sales

• Service Sales

• Subscription Revenue

Expenses

• Operating Expenses

• Salaries and Wages

• Depreciation Expenses

• Utilities

• Rent

COA Vs. General Ledger

The Chart of Accounts (COA) and the General Ledger (GL) are both essential components of accounting systems, although they serve different purposes. To make things clearer, here's a comparison of both components:

Why is a Chart of Accounts Important?

A chart of accounts is important because it helps keep track of a business's money in a clear and organized way. It provides a detailed picture of how the business is doing financially, making it easier for the owner to share accurate information with investors and shareholders. 

Additionally, it helps the business follow the rules for financial reporting, ensuring that everything is in order and meets the standards. A well-prepared chart of accounts is like a map that helps everyone understand how the business is doing with its money.

Chart of Accounts Purpose

The chart of accounts is the cornerstone of the accounting system, serving as the primary factor in achieving the company's objectives. As a result, all businesses, whether startups, medium-sized, or large, strive to create it precisely, either manually or using the latest programs and systems. Here are the chart of accounts' key objectives:

• Organization: A chart of accounts organizes financial transactions into separate accounts based on their nature (e.g., assets, liabilities, revenue, costs). This structure simplifies the tracking and evaluation of financial data.

• Clarity: It provides a clear and uniform method for recording financial information, providing consistency throughout the business, and making communication and understanding easier among stakeholders.

• Accuracy: By classifying transactions into specific accounts, a chart of accounts helps ensure accuracy in financial reporting. It reduces the risk of errors and discrepancies in the recording and analysis of financial data.

• Decision-Making: The insights and information that the chart of accounts provides may help businesses make informed budgeting and strategic planning decisions.

• Compliance: A chart of accounts ensures that the business's financial records align with these standards, reducing the risk of legal issues.

• Analysis: A chart of accounts facilitates financial analysis by providing a detailed breakdown of each account. This analysis can reveal trends, identify areas for improvement, and support performance evaluation.

How to Set Up a Chart of Accounts for Small Businesses

Setting up a chart of accounts is an important step in organizing a small business's financial operations. Here's how to create a chart of accounts for your small business:

1. Understand your business structure

Different types of businesses may have different needs. Consider whether your business is a sole, partnership, corporation, or another structure, as this can influence your account setup.

2. Identify key categories

Determine the primary accounts you need. The most common categories are Assets, liabilities, equity, revenue, and expenses These categories will have sub-accounts for more detailed tracking.

3. List Basic Accounts

Create a list of basic accounts in each category. For example:

• Assets include cash, accounts receivable, inventory, and equipment.

• Liabilities include accounts payable and loans payable.

• Equity: Owner's equity.
  Revenue is generated through sales and services.

• Expenses include rent, utilities, salaries, and marketing.

4. Numeric System

For ease of reference, assign each account an identification code. For example, assets could start at 1000, liabilities at 2000, equity at 3000, revenue at 4000, and costs at 5000. This can help keep things in logical order.

How will Enerpize help you set up your chart of accounts?

The accounting app from Enerpize provides a pre-prepared chart of accounts that you can easily use or modify to suit the specific needs of your business. Entries are automatically recorded in the chart of accounts within the account to which the entry belongs, making your accounting work faster and more accurate than ever before. 

You can sign up for Enerpize for free for a 14-day trial, during which you can explore the chart of accounts and all the features of the system.