The Chart of Accounts (COA) is the foundational financial backbone of Edlio Accounting. It defines your account numbering structure, fund segments, and sub-account breakdown, ensuring that all revenue collections and disbursements roll up accurately into school and district financial ledgers.
Account structure & segment formats
Every account in Edlio Accounting is constructed from structured segments separated by a delimiter (default is a dash -, or period . or slash /). A standard school account number typically consists of two primary segments:
2000-01
Segment 1 (Main Fund Account): The core four-digit activity fund category (e.g.,
2000representing Athletics).Segment 2 (Sub-Account): The two-digit sub-fund designating specific teams, clubs, or grade levels (e.g.,
01representing Varsity Baseball,02representing JV Baseball).
Configuring account segments
When configuring account segments in Settings > Account Setup, define the following rules for each segment:
Segment Name: What the segment designates (e.g., "Fund Type" or "Sub-Account").
Data Type: Numeric (standard for district accounting) or Alphanumeric.
Fixed Length: The required character count (e.g., 4 digits for main fund, 2 digits for sub-accounts). The system enforces this length during data entry.
Default Value: The placeholder value assigned if no sub-account is specified (typically
00or000).Description: An internal label for clarity across bookkeeper teams.
Using sub-accounts effectively
Sub-accounts allow you to track specific programs or teacher accounts independently while rolling up into a parent fund balance on financial statements:
Athletic Departments: Main Fund
2100(Athletics) → Sub-accounts01(Football),02(Basketball),03(Volleyball),04(Cheer).Grade-Level Activity Funds: Main Fund
3000(5th Grade) → Sub-accounts for individual homeroom teachers or project allocations.Clubs & Student Organizations: Main Fund
4000(Clubs) → Sub-accounts for Drama Club, Robotics, Student Council, and Yearbook.
Account permissions & security controls
Within Account Setup, administrators can assign User Permissions per account segment. This restricts which fund accounts individual bookkeepers, athletic directors, or department heads can view, receipt into, or disburse from. Role-based restrictions ensure staff only access accounts relevant to their operational duties.
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