Import Chart of Account

Import Chart of Accounts is a feature that allows users to upload a structured file in .csv format to create or update multiple COA records at once.

Column	Data Type	Description
type	string	required The main account classification (e.g., Asset, Liability, Equity, Income, Expense).
category	string	required The account category used for financial report grouping (e.g., Current Asset, Operating Income, Operating Expense).
number	string	required The unique chart of account number used to identify the account (e.g., 100.01).
name	string	required The name of the account as displayed in reports (e.g., Cash, Sales Revenue).

Below are the available coa_type and coa_category options used to classify accounts for reporting purposes:

Coa Type	Coa Category	Description
Asset	Current Asset	Short-term assets expected to be converted into cash or used within one year (cash, receivables, inventory, prepaid expenses).
Asset	Fixed Asset	Long-term tangible assets used in operations (equipment, vehicles, buildings).
Asset	Accumulated Depreciation	Contra-asset account that reduces the book value of fixed assets over time.
Liability	Current Liability	Short-term obligations due within one year (accounts payable, accrued expenses, short-term loans).
Liability	Long-Term Liability	Obligations due after one year (bank loans, long-term financing).
Equity	Owner Equity	Capital invested by the owner or shareholders.
Equity	Dividend	Distribution of profits to the owner or shareholders. shareholders.
Equity	Retained Earning	Accumulated profits retained in the business from previous periods.
Equity	Net Income	Current period profit or loss before closing to retained earnings.
Income	Operating Income	Revenue generated from the company’s primary business activities.
Income	Non-Operating Income	Income not directly related to core operations (interest income, asset sale gain, forex gain).
Expense	Cost of Sales	Direct costs incurred to produce goods or deliver services.
Expense	Factory Overhead Cost	Indirect production-related costs supporting manufacturing activities.
Expense	Operating Expense	Administrative and operational costs required to run the business.
Expense	Non-Operating Expense	Expenses not related to core business operations (interest expense, penalties, asset sale loss).

Excel Template

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Scenarios

• Success Scenarios
  • 3.1.S1. User can import chart of accounts (COA) successfully.
• Failure Scenarios
  • 3.1.F1. COA import fails when user is not authenticated.
  • 3.1.F2. COA import fails when required fields are empty.
  • 3.1.F3. COA import fails when COA number already exists.
  • 3.1.F4. COA import fails when COA name already exists.
  • 3.1.F5. COA import fails when COA type is invalid.
  • 3.1.F6. COA import fails when COA category is invalid.
  • 3.1.F7. COA import fails when COA category does not belong to the selected COA type.