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Chart of Accounts

The Chart of Accounts is the backbone of the VMX Ledger: the complete list of accounts (bank, receivables, payables, income, expense, equity, and so on) that every Ledger transaction posts to. From here you add accounts, edit them, deactivate ones you no longer use, and drill into any account's register to see its transactions.

Availability

The Ledger (including the Chart of Accounts) is enabled per-client by VMX — most stores use QuickBooks instead and will not see a Ledger tab in Admin. If you'd like to discuss using the VMX Ledger, contact help@vmxllc.com. Users also need the GL admin permission (managed on the Admin → Permissions page) to see the Ledger tab.

Open the Chart of Accounts

  1. Open Admin and click Ledger.
  2. Click the arrow handle on the left edge to slide out the Ledger menu, then choose Chart of Accounts under General Ledger.

The page lists every account with these columns:

  • Acct # — the account number
  • Name — the account name; click it to open the account's register
  • Parent — the parent account, for sub-accounts
  • Type — the account type (Bank, Accounts Payable, Credit Card, income and expense types, etc.)
  • Detail — the detail type, a finer classification within the account type
  • Last Check # — for bank accounts, the last check number used
  • Active — ✅ active or ❌ inactive

The list can be sorted by clicking a column header and filtered using the filter row under the headers.

Add a new account

  1. On the Chart of Accounts page, click the + Account button.
  2. Fill in the fields: Acct #, Name, Parent (optional — choose a parent to make this a sub-account), Type, Detail (optional), Description (optional), and Active.
  3. Save the new row.

The Detail type must belong to the same account Type you selected. If they don't match, the save is rejected with an error in this form:

Detail type 'Checking' is for Bank accounts, but this account is Expenses type

Pick a Detail whose prefix (shown in the dropdown as "Account Type - Detail Name") matches the account's Type, or leave Detail blank.

Edit or deactivate an account

Each row on the Chart of Accounts page can be edited in place — change the name, number, parent, type, detail type, or description and save. To retire an account without losing its history, set Active to ❌ No: inactive accounts stop appearing in transaction-entry dropdowns but keep all their posted transactions and still appear on reports where they have balances.

View an account register

Click any account Name on the Chart of Accounts page to open that account's register — a running list of every transaction line posted to the account.

At the top of the register:

  1. Use the account dropdown to jump to a different account without going back to the chart.
  2. Set the date range (defaults to the first day of the current month through today) and click Run.
  3. Optionally narrow the list with the type dropdown: All Types, Only Checks, Only Debits, Only Credits, Only Cleared, or Only Pending. (When a type filter is applied the running Balance column is hidden, since a filtered list can't show a true running balance.)

For asset and liability accounts (an "Asset Register" or "Liability Register"), the columns are Date, Ref No. / Type, Payee / Account, Memo, Debit/Increase (or Debit/Decrease), Credit/Decrease (or Credit/Increase), Status, and a running Balance that starts from the account's balance at the start date. A totals row at the bottom sums the debits and credits for the period. For income and expense accounts, the register shows Date, Transaction Type, Num, Name, Memo, Split, Amount, and Balance.

Click any Ref No. / Num or Memo link to open the underlying transaction.

Bank and credit card accounts: Status, Reconcile

Registers for Bank and Credit Card type accounts have two extras:

  • A Status column on each line — Pending, Cleared, or Reconciled. Click the status to open the Select Status dialog and change it. (You must select a status; the dialog reminds you with "You need to select a status!" if you confirm with nothing chosen.)
  • Reconcile and View Reconciliations buttons at the top of the register, for matching the account against your monthly bank statement. See Bank Reconciliation for the full procedure.

Filter a register by class, department, or customer

Depending on how VMX configured your Ledger, the register may also offer a Class..., Department..., or Customer... dropdown next to the date range. These narrow the register to lines tagged with that class, department, or customer (choose (Unclassified) / (No Department) to see untagged lines). If your store doesn't use classes, departments, or customer-tagged GL lines, those dropdowns simply don't appear — contact help@vmxllc.com if you'd like them set up.