FAQ: GL Account Management

Can I change a system account's code? Yes, once your property has the safe code-renumbering capability turned on. Staff and property managers can edit a system account's code just like a custom account's code. Board members can't edit any account's code, custom or system, since the Chart of Accounts is view-only for board accounts.

Why can't board members edit codes? Board access to the Chart of Accounts is view-only across the board, the same as the rest of Accounting settings. Board members can see every account and every code, but creating, editing, and deleting accounts and groups requires staff or property manager access.

What happens to my reports when I renumber an account? Nothing breaks. URBI tracks every posted transaction and every money path (invoices, journal entries, payments, and so on) by the account's underlying record, not by its code. After you renumber a system or custom account, everything that used to point to the old code automatically resolves to the correct account under its new code, so your history and reports stay accurate.

How do account groups affect my Balance Sheet and Income Statement? Groups appear as nested sub-headers with their own subtotals on both reports: type header, then your top-level group, then any sub-group, then the individual accounts, rolling up as you'd expect. Accounts with no group still appear, directly under their type header. A group with nothing assigned to it doesn't appear on the report at all.

What happens if I try to reuse a code that's already assigned to another account? URBI checks for this in two places. While you're typing a new code, the reference panel shows you which codes are already taken so you can pick a free one. If a code somehow still collides when you click Save (for example, someone else claimed it a moment before you), URBI blocks the save and shows an error asking you to choose a different code.

Does renaming or re-parenting an account affect my historical transactions or past reports? No. Renaming an account, changing its code, or moving it under a different parent account does not change any journal entry that was already posted. URBI tracks each posting against the account's underlying record, so past reports keep referencing the same account and stay exactly as they were.

Can I deactivate a system account? No, not through the Chart of Accounts. System accounts are load-bearing for URBI's money paths and stay active by design. If you have a system account that genuinely needs to be deactivated, contact URBI support.

What happens to an account when I delete the group it's in? The account becomes ungrouped and falls back under its type header on your reports. If the group had a sub-group, that sub-group moves up one level instead of being deleted. Nothing is removed from your ledger, only the grouping changes. See How to Manage Account Groups.

How deep can I nest groups? Two levels: a top-level group, and optionally one layer of sub-groups underneath it. A group that holds sub-groups can't also hold accounts directly, only its leaf-level sub-groups (or itself, if it has no sub-groups) can.