Customizing Your Chart of Accounts

Finance > Chart of Accounts > Customizing the Chart of Accounts

Customizing the Chart of Accounts

Add, edit, and organize accounts to match your dive center's specific needs. Tailor the default chart of accounts to your business structure.

Prerequisites

• FINANCE_MANAGE permission to add or edit accounts.

• Familiarity with account types and double-entry bookkeeping.

Overview

DiverDash creates a standard chart of accounts during registration. Most dive centers need additional accounts to reflect their specific operations. You can add custom accounts, rename existing ones, and deactivate accounts you do not use.

Adding a New Account

1. Navigate to Finance > Chart of Accounts.

2. Click Add Account.

3. Fill in the account details:

   • Account Number: A numeric code within the correct range for the account type. See numbering conventions below.

   • Account Name: A clear, descriptive name.

   • Account Type: Select Asset, Liability, Equity, Income, or Expense.

   • Description: Optional. Explain the purpose of the account.

4. Click Save. The new account appears in the chart of accounts and is immediately available in transaction forms.

Editing an Account

1. Navigate to Finance > Chart of Accounts.

2. Click the account you want to edit.

3. Update the name, description, subtype, or other fields.

4. Click Save.

You can change an account's subtype (e.g., from "Checking" to "Savings") at any time. The subtype must be valid for the account's type.

You cannot change the account type of an account that has transactions. This restriction is permanent and protects the integrity of your financial records. Create a new account with the correct type and migrate future entries.

Deactivating an Account

Deactivating an account hides it from transaction forms without deleting historical data.

1. Navigate to Finance > Chart of Accounts.

2. Click the account you want to deactivate.

3. Toggle the Active status to off.

4. Click Save.

Deactivated accounts:

• Do not appear in account dropdowns on transaction forms.

• Retain all historical transactions and balances.

• Still appear in reports for periods when they were active.

• Can be reactivated at any time.

Account Numbering Conventions

DiverDash follows QuickBooks-compatible numbering ranges. Use these ranges when adding new accounts:

Account Type	Number Range	Examples
Assets	1000 - 1999	1000 Cash, 1100 Bank Account, 1200 Accounts Receivable
Liabilities	2000 - 2999	2000 Accounts Payable, 2100 Customer Deposits
Equity	3000 - 3999	3000 Owner's Capital, 3100 Retained Earnings
Income	4000 - 4999	4000 Course Revenue, 4100 Rental Income, 4200 Retail Sales
Expense	5000 - 9999	5000 Wages, 6000 Fuel, 7000 Insurance

Within each range, group related accounts together. For example:

• 4000 Course Revenue

• 4010 Open Water Course Fees

• 4020 Advanced Course Fees

• 4030 Specialty Course Fees

Leave gaps between numbers (use increments of 10 or 100) so you can insert new accounts later without renumbering.

Organizing Your Accounts

Group by Business Area

Create sub-accounts to organize income and expenses by business area:

• Dive Training: Course fees, certification costs, instructor wages

• Retail: Product sales, cost of goods sold

• Rentals: Rental income, equipment depreciation

• Boat Operations: Trip revenue, fuel, maintenance

Keep It Simple

Only create accounts you will actively use. Too many accounts makes data entry slower and reports harder to read. You can always add more accounts later.

Review Regularly

At least once a year, review your chart of accounts:

1. Deactivate accounts with no recent activity.

2. Add accounts for new revenue streams or expense categories.

3. Verify that account names are still clear and accurate.

Tips

• Use descriptive account names. "Boat Fuel" is clearer than "Fuel Expense 2."

• Follow the numbering conventions for consistency with QuickBooks exports.

• Do not delete accounts. Deactivate them to preserve historical data.

• Ask your accountant for guidance if you are unsure about account structure.

• Test new accounts with a sample transaction before using them broadly.

Troubleshooting

Problem	Solution
Account number already in use	Choose a different number. Each account must have a unique number.
Cannot change account type	Accounts with transactions are locked to their original type. Create a new account with the correct type.
Account not appearing in forms	Check that the account is active. Deactivated accounts are hidden from dropdowns.
Too many accounts making reports confusing	Deactivate unused accounts and consolidate where possible.
Error when saving account subtype change	Ensure you are using a subtype that is valid for the selected account type. The form will show available subtypes based on the account type.

Related Pages

• Chart of Accounts Overview

• Understanding the Chart of Accounts

• Transactions

• Finance Overview