The Chart of Accounts (COA) for Labor & Payroll lets you organize and track labor-related expenses without the full Accounting module. Whether you are a Labor-only customer or use both Labor and Payroll, this tool lets you categorize expenses, manage payroll reporting, and keep labor costs aligned with budgets.
This feature is intended for customers who subscribe to Labor Management only and may not yet be available in every account. |
Accessing the Chart of Accounts Page
From the Home page, go to Administration.
Select Chart of Accounts.
Review the list of existing COAs and their details.
Creating a New COA
On the Chart of Accounts page, click Add COA.
Complete the fields:
Chart of Account Number: must be a 5-digit numeric value. If you enter letters or the wrong number of digits, you will see the message: This field only accepts numbers and must be 5 digits.
Chart of Account Name: a descriptive label, for example Housekeeping Overtime.
Account Type: defaults to Expense.
Status: defaults to Active.
Subgroup 2: defaults to Payroll for labor-related accounts.
Subgroup 3: Labor-Only customers leave this blank; Labor+Payroll customers must complete it to map payroll categories.
3. Click Save (or Save and Add Another to keep adding COAs). Your COA is now active and ready to use.
IF PRO TIP: Use clear, consistent names to make reporting easier across properties. |
Editing and Managing Existing COAs
Locked fields: after a COA is created, the COA Number and COA Name cannot be changed.
Status: you can inactivate an account that is no longer in use. Inactivated accounts stay in the system for reporting but cannot be assigned to new positions.
Other fields: subgroups, status, and type can be edited as needed.
Sorting, Viewing, and Permissions
Click any column header (such as COA Number or Name) to sort the list.
Hover over truncated text to see the full account name in a tooltip.
Accounts are automatically categorized into subgroups for reporting.
Only users with COA management permissions can create or inactivate accounts.
Common Errors and Validation Messages
This field only accepts numbers and must be 5 digits: re-enter a valid 5-digit numeric account number.
Duplicate account number: you cannot reuse a number already assigned.
Fixed chart of accounts: some accounts are locked and cannot be edited or deactivated.
FAQs
Q: Why can't I edit the Account Number or Name after creation? A: These fields are locked to keep reporting and payroll exports consistent.
Q: When should I create a new Subgroup? A: Only when you need to separate reporting categories for Payroll or Labor exports.
Q: What is the difference between Labor-Only and Labor+Payroll? A: Labor+Payroll customers see an additional Subgroup 3 for payroll mapping; Labor-Only customers do not.