Chart of Accounts(CoA)

🌐 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.