📘 Screen: Accounts in records
Accounts in records is where the company assigns the accounting account to the records that need their own account: the product class with a separate inventory account, the supplier with an account of its own, the bank account, the management account that becomes an expense for the accountant. One grid per record type, so you can fill in many at once.
It is the third step of the setup, and it is for the exceptions. The general rule lives in the lines of the Accounting setup; when a record has an account here, it takes precedence over the line's account. A blank record follows the line's account.
📍 Location in the system
Menu: Accounting > Accounts in records
It is the third item of the Accounting menu. With no chart of accounts imported, the screen shows only a button, "The company has no chart of accounts yet: import the accountant's chart first", which takes you to the Chart of accounts. Overview in the Quick Guide - Accounting.
🧩 Main function
See, in one place, which records have an accounting account and which do not, and apply the same account to several at once. The same field exists in the Accounting tab of each record (Product class, Product & Service, Entity, Crop, Bank Account, Management account and Fleet), for those who prefer to adjust them one by one; this screen is for batch work.
🗂 The tabs
| Tab | Account columns | When it is used |
|---|---|---|
| Classes | Inventory · Consumption · Sales revenue · Cost of goods sold | Purchase into inventory and work order write-off (inventory); purchase for consumption; sale of a product in the class; cost of what was sold. Applies to all products in the class. |
| Products | The same four | Only if the product differs from its class. If blank, the product class's account applies. |
| Suppliers and customers | As supplier · As customer | Only if the entity has its own account. If blank, the operation's default supplier or customer account applies. |
| Crops | Crop in formation · Grain stock · Sales revenue · Cost of goods sold | Only for those who split the accounting by crop: the write-off of a soybean work order debits the soybean crop, a corn one debits corn. If blank, the operation's default account applies. |
| Bank accounts | Accounting account | The bank's account in the chart of accounts, used for payments and receipts. One per bank account. |
| Management accounts | Accounting account | Used for standalone payables and receivables (electricity, rent, bank fees…). Several management accounts can map to the same accounting account, and a management account without one uses the account of its parent management account. |
| Equipment | Fixed asset · Depreciation expense · Accumulated depreciation | Per machine or improvement (fleet). If blank, the default account of the fixed-asset purchase operation applies (or, for depreciation, the one in the Configuration tab of the Depreciation screen). These are the same accounts the Depreciation screen shows for each asset. |
Each grid also shows what identifies the record: Code and Name/Description in all of them, plus the Class for products, the CNPJ/CPF and the Type (Supplier, Customer or Supplier and customer) for entities, the Bank and Branch for bank accounts, the Classification for management accounts and the Plate for equipment.
✍️ How to fill in batches
- Open the tab for the record type.
- Use the header filters of each column to find the lines, or check Only without account to see only the lines with some column left blank.
- Select the lines in the grid. The summary above it shows, for example, "12 of 87 lines in the grid, 5 selected".
- In Column, choose which account to fill in (Inventory, Consumption…). On tabs with a single account, this field does not appear.
- In Account, choose the account from the chart and click Apply to selected.
Clear from selected removes that column's account from the selected lines, and they go back to using the operation line's account. With only one line selected, the Account field shows the account it already has.
An account that was deactivated in the chart, or that became a summary (non-posting) account, appears in the grid as (inactive or summary account): replace it.
- The company's exceptions are visible on one screen, without opening record after record.
- Dozens of classes or management accounts get an account in a few clicks.
- The Only without account filter shows what is missing before you generate the month.
❓ Frequently asked questions
Do I need to set an accounting account on every product?
No. A blank product uses the class's account, and a blank class uses the operation line's account in the Accounting setup. Fill in only what differs from the default.
How do I separate crop protection inventory from fertilizer inventory in the accounting?
In Accounting > Accounts in records, Classes tab, give each product class its own account in the Inventory column. Purchases and work order write-offs then use the class's account.
What is the difference between this screen and the Accounting tab on each record?
None in the result: both save the same field. The Accounting tab adjusts one record at a time; Accounts in records shows all of them in a grid and applies the account to several at once.
Does the supplier need its own accounting account?
Only if the accountant tracks that supplier in a separate account. Without its own account, the supplier uses the Suppliers account set in the operation.