Default account type overview

Default account types make it easier to create and maintain accounting entries templates.

Use default account types if one of the similar accounts can be applied to the debit or credit side of an accounting entry depending on the details of a certain business transaction. In such cases:

In an accounting entries template, for an accounting entry, you need to specify a default account type and its conditions and rules.
Create a list of default accounts. They will be candidate accounts for the accounting entry with the specified default account type.
When the accounting entry is generated, 1C:Drive will automatically analyze the accounting entries template and default accounts and determine the most suitable account.

To decide whether you need to use default account types and default accounts, consider the following example.

Example

A company uses the following accounts for recording accounts receivable depending on a business transaction currency:

120.1 Accounts receivable in USD
120.2 Accounts receivable in EUR
120.3 Accounts receivable in other currencies

The two approaches are available for recording payments a company receives from customers:

One of the approaches is adding a rule for each variant of an accounting entry or entry line where one of the accounts is required. This means that in an accounting entries template you need to add three similar entries or entry lines with the following details:
Dr 102 Bank account Cr 120.1 Accounts receivable in USD
Dr 102 Bank account Cr 120.2 Accounts receivable in EUR
Dr 102 Bank account Cr 120.3 Accounts receivable in other currencies

This approach might seem straightforward and easy to follow. But in fact, it is time-consuming to set up, hard to maintain, and prone to errors. For example, an account is added, expired, or changed in a chart of accounts. Then you will have to do the following:
1. In the currently active accounting entries template, set the validity period end date.
2. Copy this accounting entries template.
3. In the copied template, in each entry or entry line, edit the account.
The other approach is applying default accounts. In short, this means that in an accounting entries template, you do not specify a certain account from a chart of accounts. Instead, you specify a default account type. A complete flow of actions is the following:
1. Create a default account type. In this example, we set up the accounting entries that reflect payments received from customers. So, the default account type name will be "Receivables from customers".
2. Add a filter to differentiate between different accounts of this type. In this example, we add the Currency filter.
3. Add the account reference name for the accounts of this type. 1C:Drive will automatically find the accounts by this name. In this example, the accounts are Accounts receivable. So, we add the matching reference name "Accounts receivable".
4. In an accounting entries template, add a single entry or entry line and set the Debit account to "102 Bank account".
5. To set the Credit account, specify the following default account settings:
  - Default account type is "Receivables from customers".
  - Account reference name is "Accounts receivable".
  - Currency filter value is "Customer balance - Contract - Currency". This is the rule that 1C:Drive will follow to determine the account currency. This means 1C:Drive will determine which records of the Customer balance register are relevant for generating accounting entries. In these records 1C:Drive will find the related contract and take the currency from the contract.
  As you finish with the default account settings, you get the entry with the following details:
  Dr 102 Bank account Cr Default account "Accounts receivable" with the "Receivables from customer" type
6. Create three default accounts with the following settings:
  - Default account type is "Receivables from customers"
    Currency filter value is USD
    Account reference name is "Accounts receivable"
    Account is "120.1 Accounts receivable in USD"
  - Default account type is "Receivables from customers"
    Currency filter value is EUR
    Account reference name is "Accounts receivable"
    Account is "120.2 Accounts receivable in EUR"
  - Default account type is "Receivables from customers"
    Currency filter value is blank
    Account reference name is "Accounts receivable"
    Account is "120.03 Accounts receivable in other currencies"
  As you finish, the three default accounts will appear in the Default accounts list.
7. When you post a document or generate accounting entries for the document, 1C:Drive automatically analyzes the accounting entries template and default accounts and determines the appropriate Credit account. To do this, 1C:Drive performs the following chain of actions:
  Find the accounting entries template >
  Determine that the Credit account is a default account with the "Receivables from customers" type. >
  Determine that the Currency filter and "Accounts receivable" reference name are required. >
  Determine the Currency filter value is USD. >
  Go to the Default accounts list >
  Select an account with the matching settings, which is the "120.1 Accounts receivable in USD" account. >
  Add the "120.1 Accounts receivable in USD" account to the accounting entry.

So, with the default account approach, you avoid adding a rule for each variant of an accounting entry or entry line. You also save efforts on creating new accounting entries templates and editing multiple entries or entry lines each time a chart of accounts is updated. For example, an account is expired. Then all you need to do is set the validity period end date for the expired default account and create a new one. The accounting entries template will not require any changes. It will remain applicable for any set of default accounts.

For managing default account types, use the Default account types workplace. To open it, go to Accounting and under Account settings, click Default account types.

In the Default account types workplace, you can do the following:

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