xBoox

Understand Categories and the Chart of Accounts

Use Categories to decide where a transaction is recorded for accounting and reporting.

Category and transaction type are different

  • Transaction type decides whether a record appears in Expenses, Income, or Transfers.
  • Category selects the accounting account used by that transaction.

Changing a transaction type resets Category and Tax so an incompatible selection does not carry into the new type.

Account information

A Category may include:

  • account number;
  • account name;
  • account type;
  • detail type;
  • tax default;
  • Business Activity membership;
  • posting and special-workflow eligibility.

Account numbers help users search and identify accounts, but xBoox does not use the number alone to determine accounting behavior.

Manage the Chart of Accounts

Open Accounting > Category (Chart of Accounts) to search and review accounts. Workspace Owners can create or change eligible Categories.

Protected Categories

xBoox blocks ordinary posting to Categories that are:

  • inactive or deleted;
  • system-calculated parent accounts;
  • marked as non-posting in the account matrix;
  • reserved for a special workflow;
  • part of a disabled Business Activity.

System-calculated accounts such as Home Office or Vehicle parent accounts display calculated results. Post to eligible child accounts or use the controlled workflow instead.

Deactivate or delete

xBoox checks Category usage before changing or deleting it. A Category with historical activity may need to remain inactive for reporting rather than being deleted. Built-in accounts may also be protected by Business Profile or accounting rules.

Business Activities

Home Office, Vehicle, and Residential Long-term Rental are controlled through Business Profile. Disabling an activity hides its normal posting options but preserves existing transactions and historical reports.

Permissions

All Workspace members with read access may view Categories. Structural Category changes require the Workspace Owner.