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Chart of Accounts in Business Central / NAV

In the realm of financial management, the Chart of Accounts (COA) stands as a cornerstone for organizations utilizing solutions like Business Central / NAV (Navision). In this guide, we’ll delve into the essence of the COA, unraveling its significance, structure, and the pivotal role it plays in streamlining financial transactions.

What is Chart of accounts(COA)?

Chart of accounts (COA) is a list of the accounts used by an organization. The list can be numerical, alphabetic, or alpha-numeric. Each nominal ledger account is unique to allow its ledger to be located. The list is typically arranged in the order of the customary appearance of accounts in the financial statements, profit and loss accounts, followed by balance sheet accounts.

Read More: Finance Module in Dynamics 365 NAV / Business Central

Business Central Chart of Account : Important Fields

  • No : Specifies the number of the involved entry or record, according to the specified number series. In other words this is the G/L account no.
  • Name : Specifies the name of the general ledger account.
  • Income/Balance : Specifies whether a general ledger account is an income statement account or a balance sheet account.
  • Account Subcategory: Specifies the subcategory of the account category of the G/L account. Here you may specify Assets, accounts Receivable, inventory, etc. for easy identification of Income / Expense belongs to.
  • Account Type : This is one of the important field which specifies the purpose of the account.
    • Total: Used to total a series of balances on accounts from many different account groupings. To use Total, leave this field blank.
    • Begin-Total: A marker for the beginning of a series of accounts to be totaled that ends with an End-Total account.
    • End-Total: A total of a series of accounts that starts with the preceding Begin-Total account. The total is defined in the Totaling field.
  • Totaling : Specifies an account interval or a list of account numbers. The entries of the account will be totaled to give a total balance. How entries are totaled depends on the value in the Account Type field.

Simple Chart of Accounts Group Headings:

  1. Asset Accounts: From cash and accounts receivable to buildings and vehicles, these represent the economic resources owned by the business.
  2. Liability Accounts: Accounts payable and notes payable (both current and long-term) are part of this category, representing the business’s economic obligations.
  3. Stockholders’ Equity Accounts: Including common stock, retained earnings, and income statement accounts, this category reflects the residual equity of the business.
  4. Revenue Accounts: Sales revenue, returns and allowances, discounts, and interest income fall under this category, showcasing the company’s gross earnings.
  5. Expense Accounts: Advertising, bank fees, depreciation, payroll, and various other expenses necessary for operation are neatly categorized.

Types of Accounts and Contra-Accounts:

Understanding the types of accounts – asset, liability, equity, revenue, and expense – is crucial. Additionally, contra-accounts, such as Accumulated Depreciation, represent deductions to relatively permanent assets like buildings.

Trial Balance:

While a balanced trial balance is essential, it doesn’t guarantee the absence of errors. This listing of active general ledger accounts is a critical step in financial management.

Chart of Accounts Window/Card Page:

At the heart of a company’s financial structure lies the Chart of Accounts window. This is the central hub where all general ledger entries are posted and managed. Whether creating new accounts here or in the G/L Account Card window, the process remains consistent.

For easy reference, here’s a listing of the important headings available on the COA list.

  • Sales
  • Cost of Sales
  • Direct Expenses
  • Administration Expenses
  • Selling Expenses
  • Distribution Expenses
  • Establishment Expenses
  • Financial Expenses

Within each of these headings will be the individual nominal ledger accounts that make up the chart of accounts. Establishment expenses may consist of rent, rates, repairs, and other balance sheet accounts.

Asset Accounts:

  • Cash
  • Accounts Receivable
  • Prepaid Expenses
  • Supplies
  • Inventory
  • Land
  • Buildings
  • Vehicles & Equipment
  • Accumulated Depreciation
  • Other Assets

Liability Accounts:

  • Accounts Payable
  • Notes Payable – Current
  • Notes Payable – Long Term

Stockholders’ Equity Accounts:

  • Common Stock
  • Retained Earnings
  • Income Statement Accounts

Revenue Accounts:

  • Sales Revenue
  • Sales Returns & Allowances
  • Sales Discounts
  • Interest Income

Expense Accounts

  • Advertising Expense
  • Bank Fees
  • Depreciation Expense
  • Payroll Expense
  • Payroll Tax Expense
  • Rent Expense
  • Income Tax Expense
  • Telephone Expense
  • Utilities Expense


In conclusion, the Chart of Accounts is more than just a list; it’s a dynamic tool that empowers organizations to manage and navigate their financial landscape effectively. Whether you’re using Business Central or NAV, understanding and optimizing your COA is a key step towards financial clarity and success.

New Bank Account Creation and Setup In Navision

Jubel Thomas Joy, a 16+ year Microsoft Dynamics 365 Business Central/NAV/Navision expert, founded "Navision Planet" in 2009. Certified in Business Central , D365 - Commerce and many more. He blogs on the latest updates and various modules of Business Central & LS Central, showcasing expertise in SQL, Microsoft Power Platforms, and over 150 organizations of work experience.


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