Introduction
A chart of Accounts (COA) is a listing of the names of the accounts that a State or ULB’s has identified and made available for recording transactions in its general ledger. COA is a standard data which need to be setup as per the National Municipal Accounting Manual or Respective State wise manual. Click here for NMAM manual.
Data Table
*Sr. No | *Major Code | *Major head Description | *Minor Code | *Minor Head Description | SubMinor Code | SubMinor Head Description | Ledger Code | *Detailed Heads (Ledgers) | *Ledger Code | Type | Account Detail Type | Function Required | Budget Required | Active for Posting |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
1 | 110 | Tax Revenue | 01 | Property Tax | 01 | Property Tax - General Tax | 01 | Property Tax - General Tax - Residential | 110-01-01-01 | Income | Yes/No | Yes/No | Yes | |
2 | 210 | Establishment Expenses | 10 | Salaries and Wages | 01 | Basic Pay | 210-10-01 | Expenses | Yes/No | Yes/No | Yes | |||
3 | 350 | Other Liabilities | 11 | Employee Liabilities | 01 | Salaries Unpaid | 350-11-01 | Liabilities | Drawing Officer | Yes/No | Yes/No | Yes | ||
4 | 410 | Fixed Assets | 20 | Buildings | 02 | Office Building | 410-20-02 | Assets | Yes/No | Yes/No | Yes |
Procedure
Data Definition
Major Code:
Major Head Description:
Minor Code:
Minor Head Description:
SubMinor Code;
SubMinor Head Description:
Ledger Code:
Detailed Heads (ledger):
Ledger Code: A General Ledger Code (GL Code) is a string of numeric characters assigned to each financial entry in an State/ULB ledger. A GL Code can be assigned to different debit or credit entries to make accounting transactions.
Type:
Account Detail Type:
Function Required:
Budget Required:
Active for Posting:
The Code of an Account head shall be numeric and shall be 7 digits. A 7 digit code is suggested to give flexibility to add new codes and for each State or ULB to define certain of its unique requirements. The code is structured into:
Major Head Code : The first 3 digit of the GL code
Minor Head Code: The first 5 digits of the GL code
Detailed Head Code: The 7 digits of the GL code
Steps to fill data
Identify the GL Codes that exists at a ULB level.
Collect the above information and feed it below the “COA” sheet accordingly.
The description should be short and precise for the Name of the GL code.
The format of the GL Code to be 7 digits numeric
The respective mapping with the GL code with the Major code should be as per code structure
The Type should be clearly specified against the individual GL code.
Subledger Type if Control Code should be associated with control code or non control code
if it is Contractor Payable code, mention the value here as "Contractor"
Active for Posting: To indicate “Yes” or “No” in the column if the particular GL code is active for posting the transaction.
Validations
All the fields with * sign are mandatory to be filled in. Without this information, the system configurations cannot be executed.
The GL Code should be numeric and unique no repetitive code should be entered.
Attachments
Refer to “Chart of Account” in the uploaded template.
For sample data reference, refer to the uploaded “sample date” file.