How to create and upload your own custom Chart of Accounts

Our portal offers a Common Data Model that we use for all new customers - but we know that there is no one-size-fits-all solution for Chart of Accounts for all organisations. In this walkthrough, we’ll show you how to create and customise your own Chart of Accounts (CoA) so you can understand your client data in a uniform way and upload them to your portal server using WebDAV.

This walkthrough is made for portal administrators only.

You will need to be connected to your portal server via WebDAV using a tool like Cyberduck to follow the instructions below. If you haven’t, go to How to upload files via WebDAV.

Download our Excel template

You will need Microsoft Excel on your desktop to follow the instructions below.

To reduce your work, we have created an Excel template that you can use to automatically map your CoA with our platform. Click below, and then click on the cloud icon on the top right to download the file.

accounting.xlsx

Guidelines for customising the Chart of Accounts Excel file

On the Excel file, feel free to customise the Chart of Accounts using the following guidelines:

  1. Work only on the __MAPPING__ spreadsheet. The “Standard Mapping” sheet is a reference for the standard Boss Insights accounts

  2. As you see below, there will be coloured columns. Columns with a green highlight corresponds to columns that you may freely edit, while columns that are blue are columns that contain a dropdown box - you cannot customise the contents of the dropdown but you are required to choose one value per row for each category.

What are the columns for?

Below are the purposes of each column. Columns that have “Required” means that you need to fill them out or delete the row if you do not need that row. Columns that have “Optional” means that these columns are optional, and you may fill them out only if you want to or as required by your custom chart of accounts framework.

Optional columns must be present in the file, but the values may be left blank

  • TYPE_ID (Required - Column Index 1): This identifies what type of account each row is.

  • HEADER (Required - Column Index 2): This is the name of the row and this is the text that will be shown for that account.

  • HEADER_ID (Required - Column Index 3): This is the identifier of the HEADER. Usually, it is similar to the HEADER; spaces are written as underlines “_” and it is written in all caps.

  • DETAIL (Optional - Column Index 4): This is usually treated as a second category, or a drill down of the same row. For example, if you have several types of compensation, you will put COMPENSATION as the HEADER_ID and the several types of compensation such as Sales Commissions, Marketing Expenses, and Subcontractors three different rows of DETAIL, with each having the same HEADER_ID “COMPENSATION”. (see screenshot above)

  • DETAIL_ID (Optional - Column Index 5): This is the identifier of the DETAIL. Usually, it is similar to the HEADER; spaces are written as underlines “_” and it is written in all caps.

  • STANDARD_ID (Required - Column Index 6): The standard ID is the Boss Insights identifier, all accounts should map to a Boss Insights standard

  • TAGS (Optional - Column Index 7): An additional method of categorizing an account that can be used in custom formulas

  • CUSTOM_ID (Reserved - - Column Index 8)

  • DESCRIPTION (Optional - Column Index 9): Additional description text that will be shown along side the given account to help your users understand the purpose for that account.

How to upload custom Chart of Accounts to your Boss Insights portal server

Once you’re done customising your Chart of Accounts, here are instructions on how to upload:

Step 1: Ensure that you’re connected to your portal server using WebDAV. If you have not connected to WebDAV yet, please follow the instructions here: How to upload files via WebDAV

Step 2: Double-click the “public” folder, then double-click the “dashboard” folder.

You may or may not see a file with the name “accounting.xlsx”. If you don’t see that file, that means that you do not have a custom Chart of Accounts yet - please proceed to Step 3. If you see that file, please follow Step 2a.

Step 2a: If you see a file called “accounting.xlsx”, please rename it by right clicking on the file, and selecting “Rename”. After the “accounting”, please add “backup” and the current date on the filename. This will make sure that you have a backup of your file in case you have any errors with your new file.

Step 3: Right click on any file inside the “dashboard” folder, then click upload. Select your new chart of accounts Excel file from the screen prompt.

You may also open the location of your file in another window and drag-and-drop the file to inside your dashboard folder. It will look like this:

As soon as you upload, the file transfer manager will appear. Make sure to wait for the upload to complete before you proceed to Step 4. The file transfer manager, upon completion of the upload, should look like this:

Step 4: Ensure that the name of your Excel file is exactly “accounting.xlsx” (without quotes). If the filename is different, our portal will not recognise that it is your custom Chart of Accounts.

With the accounting.xlsx successfully uploaded, your portal server should look like the screenshot below. The key points to look at are:

  • The filename should be accounting.xlsx

  • The file accounting.xlsx should be inside the dashboard folder.

Step 5: Go to your portal. Select any customer from the dropdown list and select Financial Mapping” on the left navigation bar. You should see that the values you set in your custom chart of accounts are selectable on the dropdown. It should look like this:

You have now created and uploaded your own custom Chart of Accounts.

 

Frequently Asked Questions (FAQs)

How do I add new rows in the Excel file?

You may add new rows by right clicking on any cell and selecting “Insert Row”, and then selecting “Entire row”. A new row will be inserted above the selected cell.

How do I delete rows I do not need?

You may delete rows by right clicking on any cell of that specific row, selecting Delete Row, and selecting “Delete entire row” on the prompt.