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Re-Organizing Your Business as a Nonprofit
 
The Perfect Chart of Accounts
by Janine Pendley, Accountant

Question:
I am going to try and keep the answer as simple as possible. The question she asked is very general. I am trying to keep the answer general, however it is very important to be specific with accounting/bookkeeping. Therefore, she can e-mail me for additional questions she will probably have.

Answer:
The column headings is called "The Chart of Accounts."

What Should Our Chart of Accounts Include?
Your chart of accounts, is a list of each account that a bookkeeping system tracks, and should be designed to capture the financial information you need to keep track of your financial information and make good financial decisions.

The chart is divided into five categories: assets, liabilities, revenue, expenses and equity. Each account is assigned an identifying number for use within the accounting system. In order to decide what to include in your chart of accounts you will want to consider each of the following questions:

What reports do you want to prepare?
What financial decisions, do you need to make on a regular basis?
What level of detail do you require?
The best way to design a chart of accounts is to first consider what reports you want to prepare to satisfy requirements and help you with decision. You can then determine which categories to include in the reports you plan to produce.

A good rule of thumb is to keep the chart of accounts as simple as possible, and revise it as your need for information increases over time. Throughout the year, as you write checks or receive money, keep track of those times when it was unclear to you which account number to assign to the transaction. That can be an indicator that the chart of accounts needs to be revised or that the criteria for assigning account numbers need to be clarified.

What are the Features of a Simple Chart of Accounts?
Most simple accounting system have a Sample Chart of Accounts for each industry. I would suggest starting with the sample chart of accounts and then modify throughout the year. Example of a very simple, chart of accounts listing

Assets Expenses
  Cash On Hand   Rent and Utilities
    Checking account     Rent
    Money Market Account     Rent Late Fees
    Certificate of Deposit     Electricity
  Fixed Assets     Phone
    Furniture     Gas
    Computers     Internet
    Jewelry, Collectibles     Cable TV
    Tools, Machinery   Office Expenses
  Investments     Accounting
    Stocks     Legal
    Bonds     Software
    Mutual Funds     Postage
    Real Estate     Bank Charges
Liabilities     Credit Card Charges
  Taxes     Toner, Paper, Paper Clips
    Federal Income Tax   Auto Expenses
    Social Security     Gas
    Medicare     Insurance
    FUTA     Repair
    State Income Tax     Rental
  Accounts Payable   Taxes
    MasterCard     Social Security
    Visa     Unemployment
    American Express     IRS penalties
    Diner's Club   Wages and Salaries
  Loans       Consulting
    Debentures     Wages
    School Loan     Health Insurance
    Uncle Harry's Tide-me-over   Travel
Equity     Air
  Retained Earnings     Hotel
  Current Year Earnings     Meals
  Historical Adjustments     Auto
Income     Marketing
  Interest Income     Advertising
    Bank Account Interest     Trade Shows
    Certificate of Deposit      
    Bond Interest      
  Dividends      
    Stock      
    Mutual Fund      
  Consulting      
    ABC Design      
    PQR Infomatics      
  Salary      
    My Day Job      
  Commissions      
    Royalties      
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