General Ledger Account Classes
Get to know the predefined classes that tell AdmCloud how each account in your chart of accounts should behave: which financial-statement group it belongs to, which automations it enables and whether it keeps subsidiary (auxiliary) detail.
What are account classes?
Every account in your chart of accounts belongs to a class. The class tells the system which role that account plays in your accounting: whether it is a bank account, a customer receivables account, an inventory account, a taxes payable account, a sales account, an expense account, and so on.
AdmCloud ships with the full list of classes already created and ready to use: it is generated automatically when your company is created and is the same for every company. You do not need to (and cannot) create, edit or delete classes; you simply browse them and assign them to your accounts.
What are they for?
- They organize your financial statements. Each class belongs to a type — Assets, Liabilities, Equity, Revenue, Costs, Expenses, Other Revenue or Other Expenses — so the system knows where to present each account on the Balance Sheet and the Income Statement.
- They enable automations. Many operations look up accounts by their class: for example, accounts with a bank class take part in bank reconciliations and transfers, and tax classes are used when calculating the taxes on your documents.
- They enable auxiliaries. Certain classes keep detail per third party or per asset (the "auxiliary"): per customer for receivables, per vendor for payables, per item for inventory, per asset for fixed assets. This way the account balance always ties out with the detail of who makes it up.
How to use this screen
- Open the screen. Go to General Ledger Account Classes. You can also reach it from the create/edit account screen: the label of the Class field is a link that opens this reference list.
- Browse the list. You will see every available class in order, with its name, its type and the Use help column, which explains when to apply each one.
- Assign the class on your accounts. When creating or editing an account in the Chart of Accounts, pick the right class from the dropdown (it comes grouped by type: Assets, Liabilities, Equity, Revenue, Costs, Expenses and Others). This screen is your guide for deciding which one applies.
List columns
| Column | What it shows |
|---|---|
| Name | The name of the class, for example "Bank", "Inventory" or "Customer Receivables". |
| Type | The financial-statement group it belongs to: Assets, Liabilities, Equity, Revenue, Costs, Expenses, Other Revenue or Other Expenses. |
| Supports Auxiliaries | A check mark indicating whether accounts of that class keep auxiliary detail (per customer, vendor, item or fixed asset). |
| Use | A short explanation of what the class is for and when to use it. It is your best guide when classifying a new account. |
Classes that support auxiliaries
These classes keep auxiliary detail, meaning their balance is broken down per third party or per asset:
| Class | Auxiliary is kept per |
|---|---|
| Customer Receivables | Customer |
| Customer Prepayments | Customer |
| Vendor Payables | Vendor |
| Long-Term Accounts Payable | Vendor |
| Vendor Prepayments | Vendor |
| Reimbursements | Vendor / employee to reimburse |
| Inventory | Item |
| Fixed Assets | Fixed asset |
Availability and permissions
This screen is part of the Accounting module and uses the same permission as the Chart of Accounts: any user with view access to the chart of accounts can open it. If you cannot find the option in the menu, ask your administrator to review your user group's privileges.
Tips and common pitfalls
Lean on the "Use" column. Before classifying a new account, read the class description: choosing the right one from the start saves you from reclassifying journal entries later.
The class is not just a label. System automations depend on it. For example, a bank account must use the bank class so it shows up in reconciliations and transfers; if you classify it as "Other Current Assets" you lose those features.
Can't create your own class? That is by design: the list is fixed and maintained by AdmCloud so financial reports and automations work the same way for every company. You customize your accounting in the Chart of Accounts, by creating the accounts you need under the right class.