📘 Screen: Chart of accounts (accounting)
The chart of accounts is the company accountant's chart of accounts, brought into upCampo: assets, liabilities, revenue and expenses, with the same numbering and the same code the accountant uses in their own system. It is the first step of accounting in upCampo, because all the other screens in the Accounting menu pick accounts from this list.
Do not confuse it with the management account, in the Financial menu. The management account is the farm's management classification (power, land lease, labor); the chart of accounts is the accountant's. The two are linked on the Accounts in records screen.
📍 Location in the system
Menu: Accounting > Chart of accounts (accounting)
It is the first item of the Accounting menu. The chart belongs to the company: it applies to all of its farms. An overview of the module is in the Quick Guide - Accounting.
🧩 Main function
Import the accountant's chart from a spreadsheet, and maintain it: add a new account, fix a name, deactivate an account that is no longer used. The normal path is the import; typing accounts in one by one is there for adjustments.
📥 Importing the accountant's chart
The Import spreadsheet button, on the list toolbar, opens the Import the accountant chart of accounts window. The accountant exports the chart of accounts from their system as a spreadsheet (.xls or .xlsx) with the columns Code, T, Classification, Name and Level, and you send the file with Upload spreadsheet... (or drop the file onto the window).
Before saving, the window shows what it read:
- the summary, such as "412 accounts read: 98 summary and 314 detail.";
- Problems that prevent the import, when there are any (the save button stays grayed out until the spreadsheet is fixed);
- Warnings (the import goes on), for what does not block it;
- the preview of the accounts, with Code, Classification, Name/Description, Type and Nature.
Once checked, Save the chart saves everything at once and tells you how many accounts were added and how many were updated.
During the import, upCampo fills in two things on its own that the spreadsheet does not carry directly:
- each account's parent account, from the classification: the parent of 1.1.04.02.01 is 1.1.04.02. If the classification above is not in the chart, the account is left without a parent, and the screen tells you how many ended up that way;
- the nature, from the account's group: accounts in groups 1 and 4 start as debit, groups 2 and 3 as credit, and contra accounts, with "(-)" in the name, are flipped. It can be adjusted account by account.
📝 Main fields
| Field | Description |
|---|---|
| Code | The account code in the accountant's system (column A of the spreadsheet). It is the key that links the upCampo account to the accountant's, which is why it is locked on imported accounts. It cannot repeat within the chart. |
| Classification | The dotted numbering, such as 1.1.04.02.01. It is what builds the chart's tree. |
| Name/Description | The account name: Input inventory, Suppliers, Crop in progress. |
| Type | Summary groups other accounts; Detail receives entries. Only detail accounts can be picked on the other Accounting screens. |
| Level | The account's level in the chart's tree. |
| Nature | Debit or Credit. |
| Parent account | The summary account above it. Filled in on its own during the import, from the classification. |
| Active | A deactivated account drops out of the choices, but stays in the chart. |
| Notes | Free text. |
The list shows the same columns and, at the top, the count: "412 accounts, 314 detail". The list buttons are New, Reload and Import spreadsheet; on the form, Save, Cancel/Back to the list and Delete.
- upCampo's chart is the same as the accountant's, with the same code on every account.
- When the accountant changes the chart, a new import updates it, with no rework.
- The other Accounting screens offer only detail, active accounts.
❓ Frequently asked questions
How do I bring my accountant's chart of accounts into upCampo?
Ask the accountant for the chart of accounts spreadsheet (.xls or .xlsx, with Code, T, Classification, Name and Level) and use the Import spreadsheet button in Accounting > Chart of accounts (accounting). The window shows the preview and the problems before saving.
If I import the spreadsheet again, will the accounts be duplicated?
No. Accounts are matched by code: an existing one is updated and a new one is added. No account is deleted by the import.
Why can't I change an account's code?
Because the code of an imported account is the link to the accountant's system and is locked. If the accountant renumbered the chart, the change should come through their spreadsheet.
Why doesn't an account show up to pick in the Accounting setup?
Only detail, active accounts receive entries and show up to pick. Check in the Chart of accounts whether the account is set as Summary or deactivated.