Finance › GL Accounts is where you add the individual heads of your books — a bank account, a new expense head, a rent‑income head. Each account has a numeric code, a name, and lives under one GL Group (which decides its class: Assets, Liabilities, Equity, Income or Expense).
📺 Watch: HOW TO CREATE NEW GL ACCOUNT IN FINANCE — https://youtu.be/-q0rG1Y1L_U
Steps
- Go to Finance › GL Accounts and press Create.
- Type an Account Code (numbers only) and an Account Name.
- Pick the Account Group — the dropdown is grouped by class; only active groups are offered.
- Leave Inactive on No, press Create GL Account. The button is disabled until a group is chosen.
- The pencil icon opens Update; the eye icon opens View; the bin icon deletes after a confirm.
Rules you will meet
- Reserved codes: 2000–2099 and 4000–4099. The blue box on Create and Update reminds you; a code in those ranges is refused with "within a reserved range". Codes 4001, 4002… are handed out automatically to your fee heads (Core › Fee Particulars), so pick your own numbers outside those bands.
- A code must be unique across all accounts; a name must be unique within its group (the same name may exist under another group).
- On Update the code is fixed — it is shown as text above the form. You can change the name, move the account to another group, or set Inactive; nothing else.
- A fee‑particular account cannot be edited here. Accounts created by fee heads answer "Fee Particular Accounts can only be updated from Manage Fee Particulars" — rename the fee particular there and the account follows.
- Delete is refused if the account has any finance transaction ("…has some Finance Transactions") or belongs to a fee particular. For an account you no longer want, set Inactive = Yes instead: it disappears from the Chart of Accounts and every account dropdown (Journal Entry, Add Expense, Add Other Income) but its history stays in the reports.
Common confusion
- "Op Balance" on the View screen is display only. It cannot be typed here and it is not added into any balance. Enter opening balances as a Journal Entry so they show in the Trial Balance like everything else.
- "My new account is not in the Journal Entry list." Either the account is Inactive, or its group is Inactive (Finance › GL Groups) — an inactive group hides all its accounts.
- Codes are what the entries reference. Journal Entry, GL Inquiry and the reports identify an account by its code, which is why the code cannot change after creation.
Who can use it
The screen and its Create button follow the Finance → Finance Accounts privilege in Admin › Users & Privileges.