Account tags for extra classification

Account tags for extra classification

Account tags are optional labels you assign to accounts to group them by purpose, tax treatment, cost center, or audit requirement. Tags do not affect posting logic but make it easier to organize, filter, and report on accounts.

Why use tags

• Multi-dimensional organization: The chart structure (Asset, Liability, Expense, etc.) is fixed. Tags let you cross-cut with additional dimensions (e.g., "tax-tracked," "intercompany," "cost-center-operations").
• Report filtering: Many reports allow you to filter or pivot by account tags, so you can quickly pull together accounts for a specific business purpose or audit scope.
• Compliance and audit: Tag accounts that are subject to special audit rules, tax treatment, or regulatory requirement so they are easy to identify during review.
• Workflow clarity: Tags serve as notes for your team. A tag like "awaiting-closure" or "legacy-system" signals the account's status or origin.

Built-in and custom tags

Usystems may provide pre-defined tags (e.g., "tax-deductible," "intercompany," "cost-of-goods-sold"), and you can also create custom tags specific to your organization (e.g., "branch-nairobi," "grant-funded").

How to add or edit tags

1. Go to Settings → Accounts. Open in Usystems

2. Click to open or create an account.

3. In the account form, locate the Tags field (usually a multi-select or text input).

4. To add a tag, either:

   • Type a tag name and press Enter or Tab. The system may auto-suggest existing tags.
   • Click a suggested tag from a dropdown list (if the system provides one).

5. To remove a tag, click the X or remove icon next to the tag name.

6. Click Save to apply the tags to the account.

Tag examples and uses

Reports and filtering

After assigning tags, you can use them to:

• Filter account lists: In the Accounts page, use search or filter controls to show only accounts with specific tags.
• Generate tag-based reports: Some reports (e.g., Trial Balance, General Ledger) allow you to select a tag and see only those accounts.
• Export and audit: When preparing audit schedules or regulatory reports, filter by tag to build targeted schedules quickly.

Tips & common mistakes

• Keep tag naming consistent: Use lowercase, hyphens instead of spaces (e.g., cost-center-operations not Cost Center Operations). This helps with filtering and search.
• Do not use tags to replace proper account structure: Tags are a convenience layer. If you find yourself creating many similar tags for the same business function, consider creating a separate account category instead.
• Review tags during period close: Check whether accounts tagged with awaiting-closure or legacy-system have been properly reconciled or closed.
• Tag propagation is manual: Tags are not inherited by sub-accounts (if your chart uses hierarchies). Assign tags at the account level where they apply.