Chart of Accounts - Set Up

Chart of Accounts - Set Up

Creating a Chart of Accounts


Chart of Accounts Templates
If you do not want to start your Chart of Accounts from scratch, we do offer templates to help you get started. The template can be modified so it is only a starting point. You can customize the names on the accounts to match your organization’s terminology.

To create your Chart of Accounts:
  • Go to Accounting / Accounts.
  • Start with a template or create the Chart of Accounts by selecting “Add Account”.



Add Accounts

  • Go to Accounting / Accounts.
  • To create a new account click on the “Add Account” button.

Account Type: Must be one of the following:
  • Asset
  • Liability
  • Income
  • Expense

Account Number:
  • Related to the account type (ie. Asset Accounts: 1001-1999, Liabilities: 2001-2999, Income: 4000-4999, Expenses: 5001-5999)
  • Cannot be duplicated

Account Name: Shows up in the reports.

Account Description: Extra information to describe what this account is used for.

Parent Account: This is optional and allows you to roll up several accounts into one category for reporting purposes.

Form 990-EZ box: This is optional. You have the ability to assign a 990-EZ code to both Income and Expense accounts in your Chart of Accounts for reporting later.  This code will correspond to the box on the IRS form 990-EZ where the account item's activity should be reported.
  • To assign a 990-EZ code to an Income or Expense account:
  • Go to Accounting / Accounts.
  • Select the blue account number for the account you want to assign a code to.
  • Scroll down to the "Form 990-EZ Box" field.
  • Select a code from a valid entry on the drop down list that you’d like to associate with the IRS 990-EZ Form for that category.
  • Save.

990-EZ codes can be entered at any time.

See the IRS 990-EZ Instructions or talk to your state representative or accountant if you are unsure where an account category should be reported.

Membership Toolkit provides a report (990-EZ Information Report) that summarizes the transactions that add up to the amount that is reported on each line of the 990-EZ Form, but it is the responsibility of your organization to ensure that the activities are being assigned correctly.



Edit Accounts
You can edit the account name and the description associated with the account number.

To Edit an account:
  • Go to Accounting/Accounts tab and click on the Account Number.
  • Select the account number that you want to edit.













Deleting Accounts
Once an account has a transaction associated with it, you will be unable to delete that account. Prior to an account having a transaction tied to it, you can delete it. 

To Delete an account:
  • Go to Accounting/Accounts tab and click on the Account Number.
  • Select the account number that you want to delete.
  • If you are able to delete the account, the red “delete” button will be in the bottom right corner.


Archive Accounts & Restore Accounts
You have the option to archive an account that is not being used in the current fiscal year.  This action will move the account to an archived state and 'hide' it on your Chart of Accounts.

To Archive an account:
  • Go to Accounting/Accounts tab and click on the Account Number.
  • Select the account number that you want to archive
  • If you are able to archive the account, the red “archive” button will be in the bottom right corner.
To Re-Activate/Restore a previously Archived account:
  • Go to Accounting/Accounts tab and click on the blue "Show Archived" button in upper left corner.
  • Archived accounts will be highlighted and have an archive icon to the left of the account number.
  • Select the account number that you want to restore to active.
  • Click on the blue "Yes, Restore it" button.

Rearranging the Chart of Accounts

The order of accounts listed in your Chart of Accounts is correlated to how the accounts are presented in your report. You can rearrange the order of the chart of accounts to control how you would like the items reported.

To rearrange the accounts order:
  • Go to the Accounts tab and click on the “rearrange” button.
  • Use the handles to drag & drop the accounts to their new position. 
  • Don't forget to Save.

*Please Note: There are sometimes issues with drag and drop in Chrome. If you are using Chrome and are having difficulty, we recommend trying another browser. Otherwise, submit a help desk ticket so we can assist you.

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