Company and account setup
Company and account setup
The company and account setup is the foundation of the module’s configuration. From it, the platform builds the folder structure — businesses, companies, account groups, closing groups, and accounts — and it is what you update whenever your accounting structure changes: a new company, a new account, or an adjustment to the chart of accounts.
The structure is defined in a spreadsheet, downloaded from the Businesses and Chart of Accounts screen, filled out in five tabs, and uploaded back. The platform creates and updates the folders automatically.
General rules
Do not change the names of the tabs or columns: they are essential for the import.
The same business code cannot be repeated in the environment.
Keep only a few account groups per business, around 20, so as not to clutter navigation.
The first company in each business is the one that appears in report headers, so register the most relevant one first.
Tab 1 — Businesses
Each business becomes a folder below the root. The columns are Business Code (unique, up to 20 characters), Business Name (up to 1000), and Folder Name (up to 50, short and clear).
Tab 2 — Companies
Registers the companies and branches for each business. The required fields are Business Code, Company Code, and Legal Name (used in reports); National Code (the company’s legal identification) is recommended.
Tab 3 — Account Groups
Defines the folders that organize and group accounts under the same theme. It includes the Business Code, Order, Account Group Name, and, optionally, a code to integrate with reconciliation analysis.
Important: the Order is part of the unique code for the account group folder. Changing the order later deactivates the old folder and creates a new one, without the previous closings.
Tab 4 — Closing Group
Defines the closing groups and their rules: Business Code, account group name, code and name of the Closing Group, and, optionally, the Map Code (integration with reconciliation analysis), the Reconciliation Margin, the Closing Start (offset in business days), and two required rules, described below.
Tab 5 — Accounts
Registers the ledger accounts, with a structure similar to the closing group, but at the account level. In addition to Account, Description, Account Nature, Business Code, and Account Group, it includes the Account with Transactions field: when marked as "N", the account does not appear in the module.
Two rules worth knowing
Auto Approval (Y/N/T): "Y" automatically approves the group when there is no activity in the period; "N" never approves on its own; "T" (transitional) approves when the ending balance is zero, even if there was activity in the month.
Block Workflow (Y/N): when "Y", it prevents the workflow from advancing while the account or group is not Reconciled or Justified. The default is "N".
What to do next
Trial balance configuration (TrialBalance).
Implementation via Process.