Why does VegaERP refuse this account code?

You try to create, edit, or delete an account in the chart of accounts, and VegaERP refuses. Some of these refusals protect the meaning of the codes the system uses for automatic postings (invoices, payroll, VAT), and others protect the integrity of entries already posted. This most often comes up during a company’s initial setup, or when importing a chart of accounts from another program.

What the screen says

The account code is reserved for something else

These two messages look similar, but differ in whether there’s a way out:

Številka konta 1100 je v sistemu rezervirana za konto »Denarna sredstva« z drugo vrsto oziroma drugim običajnim saldom. (“Account code 1100 is reserved by the system for “Denarna sredstva”, with a different type or normal balance. Postings the system makes would not match this account. Please use a different code.”)

Številka konta 1100 je v sistemu rezervirana za konto »Denarna sredstva«, zato bi knjižbe, ki jih izvede sistem, pristale na tem kontu. (“Account code 1100 is reserved by the system for “Denarna sredstva”, so postings the system makes to it would land on this account. Use another code, or confirm that this is the same account as “Denarna sredstva” under a different name.”)

The message names the code and the name the system uses it for.

The system does not post to an imported account

On an invoice, a payment or another automatic posting, instead of a journal entry you see:

Konto 1200 (»Kratkoročne terjatve do kupcev v državi«) je bil uvožen iz tujega kontnega načrta in ni potrjeno, da ustreza sistemskemu pomenu »Terjatve do kupcev«. … (“Account 1200 was imported from another chart of accounts and nobody has confirmed that it means “Terjatve do kupcev”. …”)

Nothing can be posted to a summary account

A summary account cannot be posted to directly: the amount would be counted twice in the trial balance, once on the summary account and once on the account beneath it.

… is an account the program posts to itself (for example input and output VAT under the reverse charge), so it cannot be marked as a summary account.

Nothing can be booked onto a deactivated account

Nothing can be booked onto a deactivated account: the trial balance and the balance sheet leave deactivated accounts out, so the amount would be in the ledger and in neither statement.

The code is already in use, or the parent account isn’t found

Ta številka konta je že v uporabi. Izberite drugo številko. (“This account code is already in use. Choose a different code.”)

Izbranega nadrejenega konta ni bilo mogoče najti. (“The selected parent account could not be found.”)

A revenue or expense account with an opening balance

Konto prihodkov ali odhodkov ne more imeti začetnega stanja. Zneske pred prehodom vnesite kot knjižbo začetnega stanja, začetno stanje tega konta pa nastavite na 0. (“A revenue or expense account cannot carry an opening balance. Bring pre-cutover amounts in as an opening-balance journal entry instead, and set this account’s opening balance to 0.”)

Editing an account that already has entries

Številke, vrste in običajnega salda konta, ki že ima knjižene postavke, ni mogoče spremeniti: spremenila bi se vsa obdobja, v katerih se pojavlja, tudi zaključena. Postavke najprej preknjižite s korekcijsko knjižbo v odprtem obdobju. (“The code, type and normal balance of an account that already has journal entries cannot be changed: it would restate every period it appears in, closed ones included. Reclassify the entries with a correcting entry in an open period first.”)

Konto ne more biti nadrejen samemu sebi. (“An account cannot be its own parent.”)

S tem bi nastala krožna povezava v hierarhiji kontov. (“This would create a circular reference in the account hierarchy.”)

System accounts

Sistemskim kontom ni mogoče spremeniti številke. (“System accounts cannot have their code changed.”)

Sistemskim kontom ni mogoče spremeniti vrste. (“System accounts cannot have their type changed.”)

Sistemskih kontov ni mogoče izbrisati. (“System accounts cannot be deleted.”)

Deleting an account with children or entries

Konta s podrejenimi konti ni mogoče izbrisati. Najprej izbrišite ali prerazporedite podrejene konte. (“Cannot delete an account with child accounts. Delete or reassign the child accounts first.”)

Konta s knjižbami ni mogoče izbrisati: knjižbe so trajen zapis, zato konto ostane v kontnem načrtu. (“An account with posted journal entries cannot be deleted: those entries are a permanent record, so the account stays in the chart of accounts.”)

Why this happens

Part of the chart of accounts isn’t freely assignable: some codes are used by the system itself for automatic postings (for example VAT, payroll, rounding), so they have to keep the expected type and normal balance, or an automatic posting would land in the wrong place. Once an account has been used in at least one journal entry, its identity (code, type, normal balance) also freezes: changing it would silently restate every period that account appears in, including ones already closed and filed.

What to do

The account is reserved, same meaning or different structure

These two messages aren’t the same, even though they sound alike:

• The message naming a different type or normal balance (“structure conflict”) has no way out: choose a different account code.
• For the message that offers to confirm this is the same account under a different name, the account form shows a box with a “To je isti konto kot” checkbox and the name the message gives. If the account really is the same (for example your bank account on 1100), tick it and click Shrani. If it is not, choose a different account code.

An imported account whose meaning is not confirmed

When you import a chart of accounts from Minimax, the import asks about each account whose code VegaERP also uses, under a different name. The system does not use an account you did not confirm for its automatic postings until you confirm it.

1. Open the chart of accounts. Such an account carries the Pomen ni potrjen badge.
2. Click the badge. The account form opens with a Pomen konta ni potrjen box.
3. Check that the account really is the one the box names. If it is, tick “To je isti konto kot” and click Shrani.
4. For an invoice the system did not post, retry the posting.

The confirmation applies to that one account, records who gave it, and cannot be undone. If the account means something else (for example 4720 for supplementary pension insurance, where VegaERP keeps the meal allowance), do not confirm it.

The Vega assistant cannot import a chart of accounts that has such accounts. Finish that import on the Minimax import page, where you confirm each account separately.

The code is already in use, or the parent account isn’t found

Choose a different, unused account code. If the parent account isn’t found, reload the page (it may have been deleted or changed meanwhile) and pick an existing one.

A revenue or expense account with an opening balance

Leave the opening balance on the account at 0. Enter revenue or expenses from before you moved to VegaERP as an opening-balance journal entry, not as a value stored on the account.

Editing an account that already has entries

Open a new account with the correct settings and use that one from now on, then move the balance across with a correcting entry in an open period. The original account keeps its entries and its current settings: a correcting entry adds another entry to it, so it does not become editable again. For a circular reference or an account set as its own parent, check the Nadrejeni konto (neobvezno) (“Parent account, optional”) field and choose a different account.

The import did not change an account’s type or normal balance

When you import a chart of accounts, an account that already carries posted journal entries reports that its account type and normal balance could not be changed. The row is not skipped: the name, category and posting flag are updated, and only those two fields are left as they were.

The reason is the same as for editing an account by hand, above. The normal balance decides the sign of the account’s balance and the type decides whether it belongs on the balance sheet or the profit and loss account, so changing either would restate every period the account appears in, including periods already closed and filed. The remedy is the same: open a new account with the correct type and use that one from now on, then move the balance across with a correcting entry in an open period.

Accounts whose only entries are in draft journals are not locked, so straight after a migration from another program you can still correct the chart and import again.

An entry lands on a summary account

A summary account (for example 0, 00 or 002) only rolls up the accounts beneath it and is not a place to post. Posting to it directly would count the amount twice in the trial balance: once on the summary account and once on the account below. Nothing surfaces the difference until somebody reconciles the trial balance by hand.

The message lists the accounts the entry posts to. Move each of those lines onto one of the accounts beneath the account named.

If you really do post to one of the listed accounts, the marking is wrong: open the account in the chart of accounts and turn Can be posted to back on.

An entry lands on a deactivated account

The trial balance and the balance sheet list only active accounts. An amount booked onto a deactivated account would be in the ledger but in neither statement, so the trial balance would stop balancing without showing why.

The message lists the deactivated accounts the entry books onto. If you still use the account, open it in the chart of accounts, turn Active on and save. Otherwise book the line on an active account.

A reversal of an entry that is already posted is not refused, even if the account has since been deactivated.

An account the program posts to cannot be marked as a summary account

VegaERP uses some accounts itself when it posts automatically: input and output VAT under the reverse charge, exchange rate differences, supplier prepayments. Such an account cannot be marked as a summary account, because that would stop those very postings.

This most often happens after importing a chart of accounts from Minimax. Minimax keeps some of these accounts as summary accounts because it posts them from its own VAT settlement. VegaERP deliberately leaves them as accounts that can be posted to.

System accounts

Deleting an account with child accounts

Delete or move the child accounts onto a different parent first, then delete this account.

Deleting an account with existing journal entries

Importing a chart of accounts

These messages come up most often during a company’s initial setup, or when importing a chart of accounts from another program, for example Minimax, because imported codes can collide with codes the system already reserves. The Minimax import also carries over whether an account is meant to be posted to (the Knjiženje column in the Šifranti > Konti export): accounts marked N are imported as summary accounts. In a typical Minimax chart that is roughly half of them, so after an import it is normal for many accounts to be unavailable for direct posting. The import process is described in Importing data from Minimax.

If you can’t fix this yourself

Editing the chart of accounts can be done by anyone with access to the Accounting module. If you need to change a system account’s identity, or delete an account with posting history, those restrictions cannot be worked around from the app; contact support.