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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 Code Description

Ledger Code

Detailed Heads (Ledgers)

*Ledger Code

Function Required

Budget Required

Active for Posting

1

2

Active

Procedure

Data Definition

  • GL Code: The Detailed Head code consist of 7 digits numeric (This is of three levels; The First level of 3
    digits represent the Major Head, the next 2 digits represents the Minor Head and the last 2 digits represent the Detailed Head).

  • Name: The Account Head “Name” of the Ledger Code

  • Description: A short description for the “Name” of the GL Code

  • Parent GL Code: If the GL code is the child of the other GL code then the parent GL code to be updated. (The Minor Head Code of 5 digits representing the second level of the code structure)

  • Type: To specify the GL Code if it is for Income, Expenses, Assets or Liabilities

  • Classification: To indicate whether it is Major, Minor or Detailed Code

  • Major Code: The First 3 digit of the code representing the first level of code structure

  • Subledger Type if Control Code: The subledger type associated with GL code (if it is Contractor Payable code, then value should be as "Contractor")

  • Active for posting: To indicate with “Yes” or “No” if the particular GL code is active for posting the transaction

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.

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