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Chart of Accounts

Manage Core Accounts

As the heartbeat of your general ledger, your chart of accounts always lives and breathes. Even after you've organized it, core accounts you need to adjust or delete become more visible. Do what you must to keep it tidy!

This task is for managing core accounts in your chart of accounts. If you're currently viewing your core accounts in the Segments section of Realm Accounting, see Manage Segment Entries.

  1. In the top-left corner, click your ministry hub then Accounting. Then click Ledger Setup > Chart of Accounts.
  2. Click the ellipsis icon beside a core account and select one of the following:
    • Edit Account
    • Delete Account— You cannot delete a core account that currently has activity, but you can make it inactive instead.
  3. If you edit, make any necessary changes, and click Save. If you delete, click Delete again to confirm. Or click Make Inactive to deactivate the account if it has activity.

Add a Core Account to the Chart of Accounts

Add a core account directly to your chart of accounts.

  1. In the top-left corner, click your ministry hub then Accounting. Then click Ledger Setup > Chart of Accounts.
  2. Click the ellipsis icon beside a heading or subheading and select Add Core Account.
    Note: The heading or subheading determines which account types you can select. Make sure you're adding a core account to the appropriate heading before moving forward.
  3. Enter a code. Refer to the list of codes on this page to determine what to enter here.
  4. Enter a name and a short name if applicable.
  5. Select an account type and a cash flow line if applicable.
  6. Enter notes that explain what the core account is for. You can edit this later if its purpose ever changes.
  7. Click Add.
    Tip: What should I enter for each core account code?

    The code you choose for each account should follow the Generally Accepted Accounting Principles (GAAP) format:

    Balance Sheet Accounts:1000-2999
    Assets1000-1999
    Liabilities2000-2999
    Net Asset Account:3000-3999
    Net Asset3000-3999
    Income Statement Accounts:4000-7999
    Income4000-4999
    Expenses5000-5999
    Other Income6000-6999
    Other Expenses7000-7999

Merge Core Accounts

If you have any core accounts that are duplicates or serve the same purpose, particularly if you moved core accounts from your previous software to Realm Accounting, merge them into one account. The account you keep won't gain any super powers from the ones merged into it, but having only one will help keep your chart of accounts neat.

  1. In the top-left corner, click your ministry hub then Accounting. Then click Ledger Setup > Chart of Accounts.
  2. Click Merge Accounts.
  3. Select the account you want to keep.
  4. Select the accounts you want to merge into the account you keep, then click Merge Accounts.
  5. A review of the accounts you want to merge displays. To confirm, click Merge Accounts one last time.

Search for a Core Account

Search for the account code or name of a core account.

If you have a long list of core accounts, search for a specific one by typing in the account code or name.
Tip: Click a heading or subheading to collapse it and shorten the list of visible core accounts.
  1. In the top-left corner, click your ministry hub then Accounting. Then click Ledger Setup > Chart of Accounts.
  2. Click the magnifying glass.
  3. Type either the code or the name of the core account you're searching for.
    Only core accounts that feature the code or name combination you search for will display.
  4. Locate the appropriate core account.

Account Segments Field Descriptions

Detailed information that could be helpful while you set up your account segments.

Code
Each fund, core account, department, and additional segment will have a unique code. The number of required digits is determined by what you select in Accounting Settings. As you set up core accounts, use the list of codes on that page as a guide.
Name
Operating Savings Account or Worship Media are examples of how you may want to describe a core account or a department name.
Short Name
The shorter, abbreviated name will be used in reports and when you are entering transactions. For example, if the account name is American Bank Savings, the short name could be AB Savings.
1099 Box
1099 boxes can be assigned to expense accounts. They automatically apply to 1099 vendors that use those accounts.
Cash Flow Line
Cash flow lines organize your accounts within the appropriate categories by how they're used.
  • Operating — Includes routine transactions with vendors and employee payments
  • Investing — Includes transactions involving the purchase or sale of long-term assets
  • Financing — Includes transactions related to church funding through debt and donations
Account Type

The following account types display on your Statement of Financial Position report:

  • Assets — Cash, Accounts Receivable, Fixed Assets, Accumulated Depreciation, Other Current Assets
  • Liabilities — Accounts Payable, Taxes Payable, Other Current Liabilities, Long Term Liabilities
  • Net Assets — Unrestricted Net Assets, Temporarily Restricted Net Assets, Permanently Restricted Net Assets

The following account types display on your Statement of Activities report. At the end of the year, these close to a selected Net Asset account from the list above:

  • Revenues — Income, Other Income, Gain on Sale of Asset
  • Expenses — Expense, Other Expense, Loss on Sale of Asset
Realm Accounting

Last updated: June 4, 2024

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