Skip to content
  • There are no suggestions because the search field is empty.

Prepare and upload a Chart of Accounts (CoA) file

Learn how to prepare and upload your CoA, including required fields, configuration steps, and common validation errors. 

Your Chart of Accounts (CoA) is a core part of your Light setup and must be correctly structured before upload to ensure accurate postings and reporting.

Before getting started, we recommend reviewing the formatting requirements below and downloading the example CoA template to use as a reference. Following these guidelines helps avoid delays and ensures a smooth import.

🔗 Example CoA template

 

📁 File Preparation Requirements

Required Columns

Column

Description

Notes

Account code

Must be 6 digits

Required for all accounts

Account name

Account label / naming convention

No strict rules / requirements

Account type

High-level type (e.g. CURRENT ASSETS, ACCOUNTS PAYABLE)

  • Optional for most accounts – Light’s AI will auto-assign types based on the Account name at upload

  • Mandatory for system accounts (see below)

  • Only one account be of type ACCOUNTS PAYABLE and one can be ACCOUNTS RECEIVABLE — these will serve as default AP/AR accounts for Light

Entity

Entity/Entities allowed to post on the account

“ALL” or entity code(s) (e.g. “UK”, “001”, “UK,GE”)

Status

ACTIVE or DISABLED

Disabled accounts remain in system but cannot be posted to

Optional Columns

Context

Short, plain-language description of the account’s purpose (enhances AI understanding)

100100 Revenue recurring – Context = subscription revenue (annual, quarterly, monthly)

Intercompany

  • Only one code needs to be configured for this purpose, regardless of the number of entities within the group.

⚙ System Accounts in Light

  • Light requires 7–9 system accounts for correct operation.

  • Account names are flexible, but the Account Type must match one of the valid types below.

System Account

Required Account Type

Description

ROUNDING

OTHER_OPERATING_EXPENSE

Rounding errors from currency translations

FX_LOSS

EXCHANGE_RATE_LOSS_REALIZED / GAIN_REALIZED

Posting realized loss (during clearing)

FX_GAIN

EXCHANGE_RATE_LOSS_REALIZED / GAIN_REALIZED

Posting realized gain (during clearing)

FX_UNREALIZED

EXCHANGE_RATE_LOSS_UNREALIZED / GAIN_UNREALIZED

Unrealized FX adjustments during revaluation

SALES_DISCOUNT

DISCOUNT

Discounts on sales invoices

BANK_FEES

GENERAL_AND_ADMINISTRATIVE_EXPENSE

Bank charges on payments

BANK_CLEARING

OTHER_EQUITY

Intermediary account when posting in a different currency than ledger account, always net 0

CURRENCY_TRANSLATION_ADJUSTMENT

ACCUMULATED_OTHER_COMPREHENSIVE_INCOME

FX revaluation between local and group currencies

ELIMINATION

OTHER_CURRENT_LIABILITY

Counter-account for eliminations

 

Before Upload

  • ⚠ The file must be in CSV format before upload to Light

  • ⚠ There must be no empty lines in the file


⬆ Upload Process (in case you already have access to Light)

  1. Navigate to Settings → Accounts → Upload
    image (1)

  2. Upload your .csv CoA file
    1. Ensure no empty rows
    2. Column names must match system field names

      image 2
  3. The system will analyze your file (⏲ approx. 15–20 min) — you can continue working in another tab
  4. Then you will be prompted to confirm your columns matching as proposed by AI.
    image 3
  5. Resolve validation errors (see below)image 4
  6. Confirm your System Accounts by selecting from the dropdown
  7. Click Save — your CoA is now live ✅As last step system will prompt you to confirm your system accounts - search the drop down list to select the right accounts
  8. Press save and your chart of accounts is live.image 5


❌ Common Upload Errors

Error

How to fix

Missing Account Code

Ensure each account has a unique 6-digit code

Invalid Aggregation Rule

Use correct 6-digit code format (e.g. 123400:123499)

Wrong Type for System Account

Verify account type matches required system type

Header Account Has Type

Leave Account type blank for header accounts

If issues persist, contact Light Support for help or to complete the upload for you.

 

🧭 Managing the CoA Over Time

  • Accounts can be edited individually but not bulk-updated.

  • Accounts cannot be deleted, only disabled which means they stay in the system but it will be impossible to post to them

  • Revalue open balance for foreign currency (only for BS accounts):

    • if ticked then at the month-end close the balance on the account will be revaluated from transaction currency to local currency of the entity and the FX difference will be posted to Unrealized FX gain/loss

    • Automatically enabled for: ACCOUNTS_PAYABLE, ACCOUNTS_RECEIVABLE, BANK, CARD, CASH & EQUIVALENTS

    • Can be toggled on/off for other balance-sheet accounts (except AP/AR)

  • Currency Translation:

    • For conversions between local and group currency (usually for reporting purposes) the conversion is done at either historical or month-end spot rate (each pre-defined by system based on account group), the FX diffence between those is automatically posted on system account Currency translation adjustments

      • Historical rate: EQUITY, EXPENSE, REVENUE

      • End-of-month rate: ASSET, LIABILITY

    • FX differences automatically post to Currency Translation Adjustment