The Chart of Accounts feature provides a summary of the financial condition of the business. You record every transaction under a nominal code. The Chart of Accounts shows the financial values under each nominal code as of the current period. Note that the nominal codes and their corresponding descriptions are different for standard and secondary school or primary school types of businesses. For standard and school businesses, the nominal codes are indicated by three and four digit codes respectively. The images below show this.

School Business

Standard Business

You can do the following with Chart of Accounts:

• Viewing Chart of Accounts
• Viewing Specific Chart of Accounts
• Viewing Transactions on the General Ledger Card
• Adding Custom Account to Chart of Accounts

Viewing Chart of Accounts

You can take various views of the Chart of Accounts. For example, you can compare periods or view the chart of accounts from different periods. To view chart of accounts, complete the following steps.

1. Log in to Surf Accounts. The Business page appears.

2. On the Business page, locate the required business by completing either of the following steps.

• • • In the Search box on the top right corner, enter the name of the business fully or partially and click . The business summary will appear under the Select a Business heading.
    • The business summary is available under the Select a Business heading. If you cannot find it, at the bottom-right corner of the page, click 100 to increase the number of records to be displayed on the page. The business summary will be available under the Select a Business heading.

3. Under the Select a Business heading, click the name of the business.

4. The Customers page appears. On the left panel, click General Ledger > Chart of Accounts.

5. The Chart of Accounts page appears. On the Chart of Accounts page, do the following, as required.

• • • View the chart of accounts.

6. To view the chart of accounts period-wise in a year, click View > Periodic.

7. The period-wise view of chart of accounts is shown.

8. To open the chart of accounts for a specific nominal code, click on the nominal code or, to remove the nominal code, click and click Remove.

9. To get a comparative periodic view, click View > Comparative.

10. The period-wise view of chart of accounts is shown.

Viewing Specific Chart of Accounts

To view the accounts under a specific nominal code, on the Chart of Accounts page, click anywhere on the row.

Viewing Transactions on the General Ledger Card

You can view individual invoices and receipts and move to the documents on the General Ledger Card and also customise the time period for which you want to view the transactions.

1. On the Chart of Accounts page, move to the nominal code 711 and click on it.

2. The General Ledger Card - Sales ledger control page appears. It shows the individual invoices and receipts.

3. To view the receipts and invoices during a custom period, select Custom from the period list, as shown below.

4. Specify the custom period and click Run.

Managing Budget

You can set, update or view the budget for various periods corresponding to various nominal codes with a few restrictions applying. You can also set nominal code-specific budget for separate divisions and subdivisions, if needed. For that, you need to first activate Divisions. You can do the following with the Budget feature.

Annual Budget for Current Period

1. On the Chart of Accounts page, click Budget > Current Period - Annual.

2. The Enter Current Year Annual Budget page appears. On the Enter Current Year Annual Budget, under the YTD column, enter the budget for the corresponding nominal code. If needed, select the required division.

Current Period - Monthly

1. On the Chart of Accounts page, click Budget > Current Period - Monthly.

2. The Enter Current Year Monthly Budget page appears. On the Enter Current Year Monthly Budget, enter the budget for the corresponding month and the nominal code. You may also select a division or subdivision to allocate budget division-wise.

Future Period - Annual

1. On the Chart of Accounts page, click Budget > Future Period - Annual.

2. On the Enter Current Year Annual Budget, under the YTD column, enter the budget for the corresponding nominal code. If needed, select the required division.

Future Period - Monthly

1. On the Chart of Accounts page, click Budget > Future Period - Monthly.

2. The Enter Next Year Monthly Budget page appears. On the Enter Next Year Monthly Budget, enter the budget for the corresponding month and the nominal code. If needed, select the required division.

Adding Custom Account to Chart of Accounts

To add a custom account to the Chart of Accounts, complete the following steps.

1. Complete steps 1 to 4 as given in Viewing Chart of Accounts.
2. On the Chart of Accounts page, click [New].
3. The New Account window appears. On the New Account window, enter the following details.

FIELD	STEP
ACCOUNT GROUP	To categorise the new account under a suitable group, click and from the Account Groups window, select an appropriate group.
ACCOUNT CODE	Enter the account code.
DESCRIPTION	Enter a description of the account.
Is this a Bank Account	Select, if required.
BANK FEED TYPE	Select the bank feed format (CSV or XLS). This is available only if you select the Is this a Bank Account check box.
CURRENCY	Enter the currency. This is available only if you select the Is this a Bank Account check box.
DEFAULT	Select the default division, if applicable. This will be available only if the Is this a Bank Account option is selected.
BIC	Enter the bank BIC. This is available only if you select the Is this a Bank Account check box.
IBAN	Enter the bank IBAN. This is available only if you select the Is this a Bank Account check box.
BANK REFERENCE	Enter the bank reference. This is available only if you select the Is this a Bank Account check box.
Advanced heading
YEAR END CODE	To select the code, click and from the Nominals window, select the code.
DEFAULT SIGN	Select Debit or Credit.
Goods/Services for Resale	Select, if applicable.