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Chart of Accounts

Set up your general-ledger accounts and post manual journal entries

Chart of Accounts

The chart of accounts is the backbone of your books - the list of general-ledger accounts every transaction posts to. Journal Entries, on the same set of tabs, is where those postings are made and adjusted.

Chart of Accounts

Open Accounting > Chart of Accounts. The header shows a running account count (for example, "12 accounts").

The Chart of Accounts tab showing a 40-account general ledger. A Search accounts field and a Show inactive toggle sit above the table, which has columns for Number, Name, Type, Balance, and Status. Rows include 1000 Checking - First National (Asset, $8,998,878.78), 1200 Accounts Receivable (accounts_receivable control), 1500 Drilling Rigs (fixed_asset), and 2000 Accounts Payable, each with an Active status badge and pencil/visibility edit icons.

The table lists every account:

ColumnShows
NumberThe account number/code
NameThe account name (a "Control:" sub-line appears for control accounts)
TypeThe account category, as a colored badge
BalanceCurrent balance
StatusActive or Inactive

Search accounts with Search accounts..., and toggle Show inactive to include deactivated accounts.

Account types

Every account belongs to one of these types:

TypeUse
AssetThings you own (cash, A/R, equipment)
LiabilityThings you owe (A/P, loans)
EquityOwner's stake
RevenueIncome you earn
COGSCost of goods sold
ExpenseOperating costs
Other IncomeNon-operating income
Other ExpenseNon-operating costs

Add or edit an account

  1. Click New Account.
  2. Enter the Account Number (for example, 1000) and Name (for example, Cash on Hand).
  3. Choose an Account Type.
  4. Optionally set a Control Type (such as ar, ap, bank, or undeposited_funds) and a Description.
  5. Click Create Account. To change one later, use the pencil icon on its row.

Accounts are never deleted. Use the activate/deactivate toggle on a row to retire an account while keeping its history.

Numbering convention

A common layout is 1000s for assets, 2000s for liabilities, 3000s for equity, 4000s for revenue, and 5000s and up for expenses. DrillerDB does not enforce ranges, so pick a scheme and stay consistent.

Journal Entries

Open Accounting > Journal Entries. The header reads "Journal Entries - Manual and system-generated transactions (double-entry)." Most entries here are created automatically by invoices, bills, and payments; you can also post manual entries and adjustments.

The Journal Entries tab with a New Entry button in the top-right. A Search memo field, a Status dropdown (set to All), and From/To date filters sit above the entries table. The table has columns for ID, Date, Status, Memo, Source, Total, and Lines, with rows such as Invoice PS-00612 and several PERFSEED bill payments and payments, each showing a green posted status badge, a two-line count, and a view (eye) icon.

The list shows:

ColumnShows
IDEntry number
DateEntry date
StatusDraft, Posted, or Voided
MemoDescription
SourceManual, Invoice, Bill, Payment, Reconciliation, or System
TotalEntry amount
LinesNumber of lines

Filter with the Search memo... box, the Status dropdown (All, Draft, Posted, Voided), and a From / To date range.

Post a manual journal entry

  1. Click New Entry.
  2. Set the Date (defaults to today) and enter a Memo (required).
  3. Optionally check Adjusting.
  4. For each line, pick an Account, add an optional Description and Project ID, and enter either a Debit or a Credit (never both on one line).
  5. Add lines with Add line (or press Tab from the last Credit field). At least two lines are required.
  6. Watch the Totals row until it reads Entry is balanced - debits must equal credits.
  7. Click Save Draft to keep it editable, or Post Entry to post it immediately.
Entries must balance

DrillerDB will not let you post an unbalanced entry - the total debits must equal the total credits. Posted entries affect your financial reports and cannot be edited away; use Void or Reverse instead.

Void or reverse a posted entry

Open a posted entry's detail (the eye icon on its row):

  • Void marks the entry voided and posts an offsetting void entry. You can record an optional reason.
  • Reverse creates a new offsetting entry on a date you choose - useful for reversing an accrual in the next period.

Only manual entries can be edited, posted, voided, or reversed here. System-generated entries (from invoices, bills, and payments) are read-only - change the originating document instead.

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