Use Data Setup > Accounts when you need to add a real account, create a forecast-only line, group accounts for reporting, or clean up how the chart is organized.
This page contains three different jobs:
- Account setup - what accounts exist and how they are classified
- Account groups - reusable rollups for KPIs and report widgets
- Statement format - how the statement reads: presentation order, labels, and grouping
Add an account
Fill in the account based on how it should behave in the model:
- Forecast-only account - use this when the account should exist in the forecast but does not come from the source GL
- External ID - the import-matching key for QuickBooks or CSV-based source data
- Account Number - optional source-style numbering
- Type - the broad classification; choose this before Subtype
- Subtype - the specific financial role that controls where the account lands in statements
- Special designation - reserve this for special chart roles such as cash plug behavior; leave it unset on normal accounts
Edit an existing account
Open an existing account from the Accounts page to change its metadata in the same side panel.
This is the right place to update naming, subtype, import identity, and other account-level setup. If you are fixing chart structure, do that here rather than trying to solve it in the statement layout.
Editing and merging accounts
Use account editing when the underlying chart needs to change.
- Rename or reclassify an account when the chart itself is wrong
- Update the external ID when the source-system mapping is wrong
- Merge accounts when duplicate or legacy codes should collapse into one reporting line
Account groups
Use a group when you need a reusable rollup that is bigger than one account but should not become a new real account. Groups feed KPI formulas and report widgets, and roll multiple accounts up together without changing the chart of accounts itself.
Format controls are for presentation
The Accounts page also carries the Format controls for the statement you are viewing. Use them when the account structure is correct but the statement order, labels, visibility, or grouping should read differently in Analysis or Reports. For details, see Statement Format Editor.
Watch out for
- Do not create a forecast-only duplicate if the real GL account should be cleaned up instead.
- Do not use Special designation as a substitute for choosing the correct Type and Subtype.
- Use groups for reusable rollups; fix account problems in the chart itself.