Account Groups
Account Groups are a free-form catalog that lets you tag your general ledger accounts with your own grouping, in addition to their accounting classification, so you can organize or sort them however works best for your business.
What is it and what is it for?
An Account Group is simply a name (for example "Office Expenses", "North Branch Accounts" or "Management Report Accounts") that you can then assign to one or more accounts in your Chart of Accounts. Unlike the account's Class (which tells the system whether it's a bank account, a sales account, an expense account, etc. and drives automation), the Account Group is purely an organizational label: it doesn't change the account's accounting behavior, it just helps you group related accounts together for your own purposes (browsing, internal ordering, custom reports, and so on).
It's a simple catalog: each group only has a name and optional notes. You decide how many groups to create and what they mean for your company; AdmCloud doesn't assign any special behavior to the group itself.
How to use it
- Create the groups you need. Open Account Groups and use the Add button to create each group, entering its name and, if you want, notes explaining its purpose.
- Assign it to your accounts. When creating or editing an account in the Chart of Accounts, pick the matching group in the Account Group field (it's optional). The field's label links directly to this screen.
- Review the assigned group. The chart of accounts list shows each account's group, so you can quickly locate every account that shares the same group.
Key fields
| Field | What it's for |
|---|---|
| Name | The group's name. It's required and must be unique: you can't create two groups with the same name. |
| Notes | A free-text, optional field to explain the group's purpose or any detail useful to your team. It's not shown in the list by default, but you can turn its column on from the column customization dialog. |
Validations when saving
- Name is required.
- Name must be unique: you can't create or rename a group to a name already used by another existing group.
- A group in use can't be deleted: if one or more accounts in your chart of accounts have that group assigned, the system blocks the deletion and shows you the list of accounts using it; you must first remove the group from them or assign a different one.
Availability, plan and permissions
- This feature requires the Enterprise plan with the Accounting module enabled for your company. If you don't see this option in the menu, your plan or your company doesn't have this combination enabled.
- Access to this screen uses the same permission as the Chart of Accounts: if you can add, edit or delete accounts, you'll have the same level of access over Account Groups.
Tips and common pitfalls
Don't confuse it with the account's Class. The Class is required and determines the account's accounting behavior (where it appears on your financial statements, what automation it triggers). The Account Group is optional and only helps you organize or sort accounts your own way.
Can't delete a group? Check the error message: it tells you which accounts still have that group assigned. Edit them to remove the group (or assign a different one) before trying to delete it again.