Editing Account Data in the Chart of Accounts
If you ever need to change an account number, name, type, or description in the chart of accounts, Qoyod provides you with a feature called Quick Edit that allows you to modify this data directly from the chart of accounts without having to enter each account separately, which saves you time and effort.
How to use Quick Edit?
First Step: From the sidebar menu, click on Accounting then select Chart of Accounts.
Second Step: After you open the chart of accounts, you will find a set of buttons at the top of the screen. Click on the Quick Edit button.
Third Step: After clicking on Quick Edit, you will notice that the accounts become directly clickable. Now click on the account you want to edit, specifically on the field you want to change:
- Click on Account Name if you want to edit the code or name
- Click on Type if you want to change the account type
- Click on Description if you want to edit the description
Fourth Step: Make the required modification in the field that opened for you.
Fifth Step: After finishing the modification, click on the sign that will appear next to the field to save the changes. If you want to cancel the modification before saving, click on the sign.
What can be edited in detail?
Editing Code and Name: When you click on an account name in Quick Edit mode, two fields will open for you: the first for the code (which is the number or code assigned to the account), and the second for the account name. You can edit either one or both together.
Important note when editing the code: The new code you choose must not be already used in the chart of accounts. If you try to enter a code that already exists on another account, you will see an error message that says:
"The code code is already taken by id"
This means that this code is reserved for another account, and you need to choose a different code.
Editing Type: When you click on the Type field, a dropdown menu with available types will appear. Here there is an important difference between two types of accounts:
- The five main accounts (Assets, Liabilities, Owner’s Equity, Revenue, Expenses): These accounts cannot have their type changed at all. For example, you cannot convert an account from “Assets” type to “Liabilities” type. Therefore, when you click on the type of any of these main accounts, you will not find other options in the dropdown menu.
- Sub-accounts: Their type can be edited but only within the same category. For example, you can change a sub-account from “Bank Account” type to “Cash and Cash Equivalents” type, because both belong to the same category.
Editing Description: When you click on the Description field, you can write or edit the explanatory text that describes the nature of the account and its use. This field is optional and helps you clarify the purpose of the account to other users.
Can you edit an account that has previous transactions?
Yes, you can edit the data of any account even if it has invoices or journal entries recorded on it previously. And there is no need to worry, as the system is designed so that:
- Previous transactions will not be affected and will remain linked to the same account as they are
- The new name and code will automatically appear in all financial reports, both current and historical, without any impact on the numbers or accounting data
Can you undo the modification?
There is no automatic “Undo” button in the system after saving the modification. Therefore, if you want to return to the old data, you will need to repeat the same Quick Edit steps and manually re-enter the original values again. For this reason, it is recommended to make sure that the new data is correct before clicking on the sign.
Who can use Quick Edit? (Permission Management)
Not necessarily all users in your Qoyod account can edit the chart of accounts. The administrator can control this permission for each job title separately, through the following steps:
- Go to Settings from the sidebar menu
- Choose Users
- Click on Manage Positions from the top of the screen
- Find the position whose permissions you want to modify and click Edit next to it
- Look for the Chart of Accounts item in the permissions list:
- If you enable the “Create” option next to this item, the Quick Edit button will appear for this user and they can make modifications
- If you leave the option disabled, the Quick Edit button will disappear completely from their screen and they will not be able to edit any account
