Standardise your accounting data with Accounting Records

The Accounting records tab is where you define the financial master data your team will use across Cledara. 

It serves as a reference list to match the setup in your accounting software, and is designed specifically for teams not using our native integrations with Xero, QuickBooks, or NetSuite.

To compile your lists of master data, head to Settings > Accounting > Accounting records. Here you can maintain lists such as your chart of accounts, vendors, tax codes, and any other custom master data you may need. 

Once added, these entries in the lists become selectable options, so that your team can:

• Keep accounting values consistent with your external accounting system
• Standardise what users can select when mapping expense codes
• Prevent manual entry errors or duplicate values

Jump to the action you'd like to know more about:

   User permission
   Import from template
   Manage master data lists
   Manage entries

User permission

Accounting record creation and management is available to the following user roles:

• SaaS Admin
• SaaS Finance
• Spend Admin
• Spend Accountant

Import from template

To get started quickly, you can import your master data and entries using the Import button.

Once you click Import, you'll have the option to either:

• Input the data directly in the Import editor. Your work in progress is not saved on the platform. Export your file before leaving to resume later. You can import the file later to continue your edit.
• Download a template, fill it in offline, and upload the completed version. 

Columns marked with * are mandatory. You can click on Show rows with errors to identify any cells that need modification:

When you import, Cledara will create both the master data lists (e.g. Vendor list, Chart of accounts) and their associated entries:

You cannot create 2 entries with the same code or external ID. 

To avoid duplication, if a code or an external ID in the import form already exists in the same master data list in Cledara, we will replace the existing entry with the new name and/or tax code from the import.

Manage master data lists

Create a list

Click + Add towards the right of the header column:

Edit a list

Click Settings on the right of the page to open the Accounting Settings pop-up:

Here, your lists are shown in an accordion menu for Accounting records, where your master data lists are displayed:

Click Edit to modify the name of the list. You cannot have 2 lists with the same name. If you'd like to replace an existing list, follow the steps below to delete the old list first.

Delete a list

To delete a custom list, click on the right.

Default lists (Chart of accounts, Vendors, Tax codes) cannot be deleted. Instead, you can click to hide the list from view. Conversely, a hidden list can be revealed again by clicking .

Lists that are currently used in an accounting field cannot be deleted or hidden. You will have to remove the field first.

Manage entries

Create an entry

To create a new entry, switch to the relevant master data tab, and click New in the top right corner: 

You cannot create 2 entries with the same code or external ID. If you'd like to replace an existing entry with a new one, follow the steps below to edit the existing entry.

Edit an entry

Click Edit on the right to edit name, external ID, or tax code:

You cannot enter a code if the code is already used in a separate entry. If this existing entry is no longer in use, follow the steps below to delete it.

Delete an entry

To delete an entry, click on the right.

If the entry has been mapped to any applications, a warning will appear before you confirm deletion.