Customize the chart of accounts for export

Before you export data to accounting software, configure the chart of accounts in Activiteez: entry categories, account numbers, and cash registers. These settings determine how your sales, receipts, and instructor payouts are classified on export.

Note — Activiteez is not accounting software. The application still generates the vast majority of useful entries (sales ledger, cash ledger) and exports them for import into your official books, under your accountant’s responsibility.

Prerequisites

• A primary login or a secondary login with Accounting rights on the Finances block (see the FAQ primary login, secondary login, agent, and instructor/resource).

Procedure

1. Open Settings → Preferences → Accounting.
2. Chart of accounts: for each entry category, check the label and the associated class 6 or 7 account.
3. Customers and suppliers: enter the account number per third-party category, or the account number per customer or supplier if you customize at contact level.
4. Cash registers: set the cash account number and, if needed, automatic breakdown by payment type (cash, check, card, etc.).
5. Save your changes.

Once the chart aligns with your firm or accounting software, export entries: Export data for accounting.

Video

Detailed tutorial (chart of accounts and export): YouTube — customize chart of accounts and export.

Common issues

• Incorrect accounts on export: go back to Settings → Preferences → Accounting before running export again.
• Instructor payouts misclassified: set nature and VAT for payouts first, then export — see Export instructor payouts for accounting and Calculate instructor payouts.