Cybooks

Set up your chart of accounts

This guide explains how to review and customise the default chart of accounts in Cybooks.

When you create a new organisation, Cybooks sets up a standard chart of accounts with common account types, detail types, and individual accounts. You can use the defaults as-is, or add, edit, and delete accounts to match how your business tracks income, expenses, assets, and liabilities.

Understand the account structure

Cybooks organises accounts in a three-level hierarchy:

  • Account Type -- The top-level category. There are five types: Assets, Liabilities, Equity, Income, and Expense.
  • Detail Type -- A sub-category within an account type. For example, under Assets you'll find detail types like Current assets, Fixed Assets, and Cash and cash equivalents.
  • Account -- The individual account you post transactions to. Each account sits under a detail type and has an optional code, description, and default tax rate.

When you select a detail type while creating an account, Cybooks displays a brief description of what that detail type is used for.

View your chart of accounts

  1. In the sidebar, expand More > Bookeeping and select Chart of Accounts.

  2. The list shows all your accounts with the following columns:

    • Account No. -- The account code
    • Name -- The account name
    • Account Type -- The top-level type (e.g. Assets, Income)
    • Detail Type -- The sub-category (e.g. Current assets)
    • Tax -- The default tax rule assigned to the account
    • Cybooks balance -- The closing balance calculated from journal entries

  3. Use the filter buttons at the top to view accounts by type: View all, Assets, Liabilities, Equity, Income, Expense, or Archive.

  4. Use the search field to find accounts by name or code.

  5. Click any account row to open the account detail view, which shows:

    • The Closing Balance for the account
    • The account description
    • A list of recent journal entries with Date, Transaction details, Transaction type, Debit, and Credit columns
    • A Show more details link that takes you to the full account transactions report

Add a new account

  1. In the sidebar, expand More > Bookeeping and select Chart of Accounts.

  2. Click Add new.

  3. Fill in the account details:

    • Account Type (required) -- Select the top-level type (e.g. Assets, Liabilities, Equity, Income, Expense).
    • Detail Type (required) -- Select a sub-category. The available options change based on the account type you chose. A description of the selected detail type appears below the dropdown.
    • Name (required) -- Enter a descriptive name for the account.
    • Code -- Enter an account number or code to help identify the account.
    • Description -- Add a note about what this account is used for.
    • Tax -- Select a default tax rate. This hint text reads: The default tax setting for this account. If the selected detail type already has a fixed tax rule, the tax field is hidden.

  4. Click Create and close.

The new account appears in your chart of accounts list.

Edit an account

  1. In the Chart of Accounts list, click the three-dot menu on the account row and select Edit. Alternatively, click the account row to open the detail view and click Edit.

  2. Update the fields as needed. If the account is a system account (shown with a lock icon), the Account Type field is disabled and cannot be changed.

  3. Click Update and close.

Delete or archive accounts

Not all accounts can be deleted. System accounts are marked with a lock icon and cannot be removed. You can still edit their details.

  1. In the Chart of Accounts list, select one or more deletable accounts using the checkboxes.

  2. Click Delete.

  3. Review the confirmation dialog:

    • Accounts with no journal entries will be permanently Deleted.
    • Accounts that have journal entries cannot be fully deleted -- they will be Archived instead.
    • Deleted accounts are also removed as the default account from any contacts using them.

  4. Confirm the deletion.

To delete a single account, click the three-dot menu on the account row and select Delete. This option only appears for deletable accounts with no journal entries.

Restore archived accounts

  1. In the Chart of Accounts list, click the Archive filter button to view archived accounts.

  2. Select the accounts you want to restore using the checkboxes.

  3. Click Restore.

The accounts are moved back to the active chart of accounts.

Frequently asked questions

What accounts are included by default? Cybooks creates a comprehensive set of accounts covering all five types. For assets, this includes categories like Accounts Receivable, Current assets, Non-current assets, Fixed Assets, Cash and cash equivalents, and Credit Card. For liabilities: Accounts Payable, Current liabilities, and Non-current liabilities. For equity: Owner's equity. For income: Income and Other Income. For expenses: Cost of sales, Expense, and Other expense. Each category contains individual accounts with pre-set codes and descriptions.

Why can't I delete some accounts? Accounts marked with a lock icon are system accounts created by Cybooks (for example, Accounts Receivable). These are required for core accounting functions. You can edit their name, code, description, and tax rule, but you cannot delete them or change their account type.

What happens when I delete an account that has transactions? If an account has journal entries, it cannot be permanently deleted. Instead, it is archived. Archived accounts no longer appear in the active list but can be restored at any time from the Archive view.

Can I change an account's type after creating it? You can change the account type when editing a deletable account. However, for system accounts (lock icon), the account type is locked and cannot be changed.

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