Chart of Accounts/Categories Update

Keeping the Chart of Accounts (COA) or categories up to date is a crucial part of ensuring accurate financial reporting and smooth integrations with the software tools we use. Below, we outline the process for updating the COA/categories and include important considerations to avoid issues.


Process for Updating COA/Categories

  1. Church Contact Notifies myXP
    • The church contact should either:
      • Create a to-do in Basecamp, or
      • Submit a help ticket letting us know that updates to the COA/categories are needed.
  2. myXP Prepares the COA Update Sheet
    • myXP will create a Google Sheet containing the current COA/categories.
    • We will post a to-do in Basecamp with the Google Sheet and detailed instructions for making the necessary changes.
  3. Church Completes Updates
    • The church contact should make all relevant updates to the Google Sheet.
    • Once updates are complete, reassign the task in Basecamp to myXP.
  4. myXP Implements the Updates
    • After receiving the updated Google Sheet, myXP will make all necessary changes to the COA/categories.
    • We ensure all updates are made correctly and integrated seamlessly across connected systems.

Important Disclaimers

  • Multiple Changes Can Cause Issues: Anytime multiple updates are made to the COA/categories, it can result in connectivity issues with Zoho. While Zoho may indicate that the sync happened correctly and display the new categories on the admin side, users may encounter issues such as new or existing categories missing in reports or tools.
  • What to Do If You Encounter Issues: If you notice discrepancies with the COA/categories, please notify the myXP team immediately. We may need to escalate the issue to Zoho support to resolve connectivity problems.
  • Accuracy is Critical: The COA is highly integrated with our various software tools. It’s imperative that all updates are accurate to prevent disruptions in reporting and workflows. Using the provided Google Sheet helps ensure changes are made comprehensively and correctly in one update.

By following this process and keeping communication clear, we can ensure the Chart of Accounts/categories remain accurate and functional, minimizing disruptions and maintaining the integrity of our systems.


Please note: For budgeting, please see the related articles below.

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