Support: General Setup

Customizing the Chart of Accounts

Overview
Learn how to view, edit, and organize your chart of accounts to better track financial activity.

To Access the Chart of Accounts:

1. Go to the Accounting tab in the left-hand menu.
   
2. Select Chart of Accounts.
   

To Add a New Account:

1. Select New.
   
2. Choose the account type (e.g., Asset, Liability, Expense).
   
3. Enter a name, description, and optional account number.
   
4. Select Save and Close.
   

To Edit or Make an Account Inactive:

• Use the drop-down in the Action column.
  
• Choose Edit to make changes.
  
• Select Make Inactive to hide the account without deleting history.
  

Recording Journal Entries

Overview
Use journal entries to manually record business transactions that aren’t captured through standard forms.

To Create a Journal Entry:

1. Go to Accounting > Journal Entries.
   
2. Select New Entry.
   
3. Enter the transaction date.
   
4. Add each debit and credit line with the appropriate accounts.
   
5. Ensure the total debits equal total credits.
   
6. Add a description or memo for your records.
   
7. Select Save.
   

Use Cases:

• Adjusting opening balances
  
• Allocating expenses
  
• Correcting prior period errors
  

Managing Opening Balances

Overview
This article explains how to enter and adjust starting balances for accounts when setting up your system.

To Enter Opening Balances:

1. Go to Chart of Accounts.
   
2. Select New or edit an existing account.
   
3. Choose This is a balance I’m starting with.
   
4. Enter the balance and date.
   
5. Select Save.
   

To Adjust an Existing Balance:

• Use a journal entry to offset the original amount.
  
• Consult your accountant to ensure accuracy.
  

Creating and Using Sub-Accounts

Overview
Sub-accounts help you organize transactions within broader categories for detailed reporting.

To Create a Sub-Account:

1. Go to Chart of Accounts.
   
2. Select New.
   
3. Choose the account type.
   
4. Check Is sub-account and choose the parent account.
   
5. Enter account name and optional number.
   
6. Select Save and Close.
   

Example:
Create “Office Supplies” as a sub-account under “Expenses”.

Tip:
Use sub-accounts to categorize by department, project, or expense type.

Reconciling Accounts

Overview
Reconciliation ensures your internal records match your bank or credit card statements.

To Start a Reconciliation:

1. Go to Banking > Reconcile.
   
2. Select the account and statement ending date.
   
3. Enter the statement balance and service charges if applicable.
   
4. Match transactions shown in GlassJar with your statement.
   
5. When the difference is $0.00, select Finish Now.
   

Troubleshooting Tips:

• Double-check for duplicate or missing entries.
  
• Review starting and ending balances closely.
  
• Use the Undo Reconciliation option if needed.
  

Importing Data from Another Accounting System

Overview
Bring in historical data such as customers, vendors, chart of accounts, and opening balances using the import tools.

To Import Data:

1. Go to Settings > Import Data.
   
2. Select the type of data you’re importing (Customers, Vendors, Products/Services, etc.).
   
3. Upload your CSV or Excel file.
   
4. Map each column in your file to the appropriate GlassJar field.
   
5. Review the preview and click Import.
   

Common File Templates:

• GlassJar provides downloadable templates to help structure your files correctly.