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 are as per the National Municipal Accounting Manual or Respective State wise manual.

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 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

Data Table

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")

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"

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.