--- title: Chart of Accounts(CoA) description: The Chart of Accounts (CoA) in Helix is the foundation of your clinic’s financial system. It defines the structure of ledgers and groups where all transactions (invoices, payments, expenses, payroll, etc.) are posted. A properly configured CoA ensures your accounting records remain organized, auditable, and compliant. --- [Skip to content](https://help.helixbydoctors.com/kb/chart-of-accountscoa#main-content) English - United States Show submenu for translations ![](https://help.helixbydoctors.com/hs-fs/hubfs/Helix%20Logo.png?width=250&height=81&name=Helix%20Logo.png) Open main navigation Close main navigation - English - United States Show submenu for translations - Contact us Contact us How can we help you? - There are no suggestions because the search field is empty. 1. [Helix | Knowledge Base](https://help.helixbydoctors.com/kb?hsLang=en-us) 2. [Finance & Accounting](https://help.helixbydoctors.com/kb/finance-accounting?hsLang=en-us) September 2, 2025 # Chart of Accounts(CoA) ## The Chart of Accounts (CoA) in Helix is the foundation of your clinic’s financial system. It defines the structure of ledgers and groups where all transactions (invoices, payments, expenses, payroll, etc.) are posted. A properly configured CoA ensures your accounting records remain organized, auditable, and compliant. ### 🌐 **Overview** - Every transaction in Helix — from a patient invoice to an expense or supplier payment — must be linked to a ledger in the **Chart of Accounts**. - The CoA is built in a **tree structure** with **Groups** (parent categories) and **Ledgers** (transaction-level accounts). - Groups represent broad categories like *Assets, Liabilities, Revenue, and Expenses*. - Ledgers represent specific accounts, e.g., *Cash on Hand, Consultation Revenue, Supplier Payable*. - Once configured, the CoA integrates across all modules (Patient Billing, Inventory, Purchasing, HR, etc.). --- ### 🧭 **Navigation** - Go to **Main Menu → Accounting → Chart of Accounts**. - The CoA screen opens with: - **Left panel**: expandable tree view of Groups and Ledgers. - **Top right**: Search Bar Edit Opening Balances Import File Health Check Refresh --- ### ⚙️ **How to Set up & Use Chart of Accounts** ### **🔹Configuration** - Go to Accounting → Chart of Accounts. - Click **Create an Automated Chart of Accounts** to load the template. - **Default CoA template** will be created with Accounts and Sub-accounts ### **🔹 1. Creating a Group** Groups are used to categorize ledgers. 1. Click **+ Add Sub-Account**. 2. Fill: - **Account Name** – clear and descriptive (e.g., Operating Expenses). - **Parent Account** – select the higher-level category (e.g., Assets, Liabilities, Expenses). - **Currency** - select the applicable currency 1. - **Branch** – select one, multiple or all branches. - **Account Number** - Auto-generation, enter manually if not 1. - **Type** – select Group - **Account Type** - select applicable option from the pre-defined list 2. Click **Submit**. - The new group appears in the CoA tree. ### **🔹 2. Creating a Ledger** Ledgers are where transactions are recorded. 1. Click **+ Add Sub-Account**. - **Ledger Name** – descriptive name (e.g., Pharmacy Sales – Cash). - **Ledger Code** – auto-generated (editable if required). - **Parent Group** – choose the group under which this ledger falls. - **Branch** – select one or more branches. - **Type** - Select Ledger - **Account Type** - Select appropriate categiry from the list 1. - **Cost Center** – select applicable cost center for the same. Appears only when type as ledger is selected. 2. Click **Submit**. - The ledger now appears under the group in the CoA tree. You can edit or delete existing ledgers or groups as per your convenience. --- ### 🔹 3. Searching & Filtering - Use the **search bar** to quickly find any ledger or group by name/code. - Expand or collapse the tree to navigate large CoAs. - Clear the search to return to the full tree view --- ### 🔹 4. Editing Opening Balances - Click **Edit Opening Balances** (button on the top right side) - Pick the **Date**. - Expand down to each **Ledger** → enter **Dr/Cr** amounts. - Click **Save Opening Balances** or click on **Cancel to discard the changes.** --- ### 🔹 5. Health Check - The **Health Check** tool validates ledger configurations. - It checks for duplicates and asks whether you'd like to delete the duplicated entry or not. - Run Health Check after every major setup to prevent unlinked transactions. --- ### 🔹 6. Refresh - Click on refresh to reload and ensure all entries are udpated. --- ### ⚙️ **Management Best Practices** - 🗂 Keep ledger names clear and unique (e.g., Cash – Main Branch vs Cash – Branch 2). - 📌 Separate **cash vs insurance revenue** for better reporting. - 🚫 Never edit or delete a ledger with posted transactions. - 🕵️ Run **Health Check** monthly to ensure all mappings are intact. - 🌍 Use **branch-specific ledgers** if you manage multiple locations. --- ### 💡 **Pro Tips** - Create Groups **first**, then add Ledgers under them. - Map **all modules (Patient Billing, Purchasing, Inventory, HR)** to correct ledgers immediately after setup. - For **audit trail clarity**, avoid reusing generic ledger names like “Miscellaneous Expense.” - Run **Trial Balance & Ledger Reports** after CoA setup to confirm balances are accurate. - Always document new Group/Ledger creation for your accounting team. - [Getting started](https://help.helixbydoctors.com/kb/getting-started?hsLang=en-us) - [Home Screen](https://help.helixbydoctors.com/kb/home-screen?hsLang=en-us) - [Clinical Workflow](https://help.helixbydoctors.com/kb/clinical-workflow?hsLang=en-us#main-content) - [Administration](https://help.helixbydoctors.com/kb/clinical-workflow?hsLang=en-us#administration) - [Nurses](https://help.helixbydoctors.com/kb/clinical-workflow?hsLang=en-us#nurses) - [Consumables](https://help.helixbydoctors.com/kb/clinical-workflow?hsLang=en-us#consumables) - [Doctors](https://help.helixbydoctors.com/kb/clinical-workflow?hsLang=en-us#doctors) - [Patient File](https://help.helixbydoctors.com/kb/patient-file?hsLang=en-us) - [Bookings & Calendar](https://help.helixbydoctors.com/kb/bookings-calendar?hsLang=en-us) - [Finance & Accounting](https://help.helixbydoctors.com/kb/finance-accounting?hsLang=en-us) - [CRM & Marketing](https://help.helixbydoctors.com/kb/crm-marketing?hsLang=en-us) - [Inventory Management](https://help.helixbydoctors.com/kb/inventory-management?hsLang=en-us) - [Insurance](https://help.helixbydoctors.com/kb/insurance?hsLang=en-us) - [Control Panel](https://help.helixbydoctors.com/kb/control-panel?hsLang=en-us#main-content) - [Patient Billing](https://help.helixbydoctors.com/kb/control-panel?hsLang=en-us#patient-billing) - [Calendar](https://help.helixbydoctors.com/kb/control-panel?hsLang=en-us#calendar) - [Finances](https://help.helixbydoctors.com/kb/control-panel?hsLang=en-us#finances) - [Human Resources](https://help.helixbydoctors.com/kb/control-panel?hsLang=en-us#human-resources) - [Inventory](https://help.helixbydoctors.com/kb/control-panel?hsLang=en-us#inventory) - [EMR Settings](https://help.helixbydoctors.com/kb/control-panel?hsLang=en-us#emr-settings) - [CRM Setup](https://help.helixbydoctors.com/kb/control-panel?hsLang=en-us#crm-setup) - [Structure](https://help.helixbydoctors.com/kb/control-panel?hsLang=en-us#structure) - [User Settings](https://help.helixbydoctors.com/kb/control-panel?hsLang=en-us#user-settings) - [Templates](https://help.helixbydoctors.com/kb/control-panel?hsLang=en-us#templates) - [System Settings](https://help.helixbydoctors.com/kb/control-panel?hsLang=en-us#system-settings) - [FAQ's](https://help.helixbydoctors.com/kb/faqs?hsLang=en-us#main-content) - [Appointments & Calendar](https://help.helixbydoctors.com/kb/faqs?hsLang=en-us#appointments-calendar) - [Reports](https://help.helixbydoctors.com/kb/faqs?hsLang=en-us#reports) - [Finance](https://help.helixbydoctors.com/kb/faqs?hsLang=en-us#finance) - [Human Resources](https://help.helixbydoctors.com/kb/human-resources?hsLang=en-us) [![](https://help.helixbydoctors.com/hs-fs/hubfs/Helix%20Logo.png?width=250&height=81&name=Helix%20Logo.png)](http://helixbydoctors.com) [mailto:email@email.com](mailto:email@email.com) Copyright © 2026, Optimus FZCO ```json { "@context" : "https://schema.org", "@type" : "VideoObject", "contentUrl" : "https://stream.mux.com/DjoTIWpauSDZ01wtNRzW8UVFqG3dYfOcgdIAAgFHllxw/capped-1080p.mp4", "dateModified" : "2025-09-02T07:56:50.944Z", "duration" : "PT1M22S", "height" : 1868, "name" : "Screen Recording 2025-09-02 at 11.52.52 AM", "thumbnailUrl" : "https://145820380.fs1.hubspotusercontent-eu1.net/hubfs/145820380/Screen%20Recording%202025-09-02%20at%2011.52.52%20AM.mov/medium.jpg", "uploadDate" : "2025-09-02T07:55:23.199Z", "width" : 3404 } ``` ```json { "@context" : "https://schema.org", "@type" : "VideoObject", "contentUrl" : "https://stream.mux.com/KsXxvYX1vQXbxcmBZ2C01KOdvJ7Qc6FogQ8whk2f00jUg/capped-1080p.mp4", "dateModified" : "2025-09-02T08:57:50.764Z", "duration" : "PT36S", "height" : 1868, "name" : "Screen Recording 2025-09-02 at 12.55.35 PM", "thumbnailUrl" : "https://145820380.fs1.hubspotusercontent-eu1.net/hubfs/145820380/Screen%20Recording%202025-09-02%20at%2012.55.35%20PM.mov/medium.jpg", "uploadDate" : "2025-09-02T08:57:43.919Z", "width" : 3404 } ```