Cash Account form: options and information

Cash accounts reflect the most liquid of your current assets and are listed first on the asset side of the balance sheet. Examples of cash accounts are petty cash funds and undeposited deposits.

Open the form

  • On the Company menu, click New Account, and then in the Select Account Type dialog box, select Cash.

Form options

Form options and descriptions



Account type

(Read-only.) Default account type is Cash Account.

Account no.

This field appears if you select the Use account numbers check box in the Preferences dialog box. Type a number in accordance with your company's chart of accounts structure. It is a good practice to number the same types of accounts together. For example, all account numbers for Assets could start with a 1, all Liability accounts could start with a 2, all Equity accounts could start with a 3, and so on. You can change the account number by editing the account record.

Account name

(Required.) Type a name for the account that describes the type of cash that you are tracking.


By default, the Active check box is selected, and the status is Active. You can make the account inactive by clearing the Active check box. You can make an account active again by opening the account record and selecting the Active check box.

Note: An account with Inactive status does not appear in dialog boxes, forms, or wizard lists. However, you can still enter the account in a field.

Subaccount of

You can create subaccounts to separate a broad category into smaller specific categories. Creating subaccounts can make a balance sheet easier to understand and the results easier to analyze. For example, you could create subaccounts that describe the different types of cash accounts for your company by typing a name for the subaccount such as Petty Cash or Undeposited Funds in the Account name field, and then selecting Cash in the Subaccount of field. To create a new cash account, click Add a new Financial Account. To designate an account as a subaccount, click the Subaccount of arrow and select a parent or main account. You can create up to five levels of subaccounts under a parent account. For example, you could have an account Wages, and then create subaccounts under it named Sales, Admin, and Factory. You can then create another level of subaccounts named East, West, North, and South under each of the first level of subaccounts.

Note: A subaccount must be the same account type as the parent account.


(Read-only.) Displays the hierarchy of an account from a parent account through all the levels of subaccounts under it. For example, a Medical account that is a subaccount of Insurance would be displayed as Insurance>Medical.

Cash Flow category

Click the arrow next to Cash Flow category to identify the cash flow identity of this account as either Operating, Investing, or Financing. The Cash Flow Statement report separates your cash activity into categories that describe your operating, investing, and financing activities. By selecting the proper category when you create an account, you ensure that the account activity is properly reflected in the statement. If you are uncertain about the category, open an account of the same type from the Chart of Accounts and note how it is categorized.

Note: If you select one of the default Chart of Accounts supplied by Microsoft Office Accounting 2008 when you create a company, the proper category will appear by default.

Opening Balance

Displays the opening balance, which is $0.00 by default. You can enter an opening account balance in the field if you are creating the account to bring over balances from another system. When you enter the opening balance, you create the opening balance in the account register.

As of

Displays the company start date as selected in Company Setup. To change the date, type the starting date for the account opening balance or click the arrow next to As of to open the calendar.

Note: You can enter a date prior to the start date that you selected in Company Setup. If you do so, a message opens that gives you the option to allow Office Accounting 2008 to automatically create all fiscal years necessary to include the entered date.

Include in cash-basis reports

The default report status of an account is determined by the type of account. To change the report status of an account, select or clear the check box. Cash-basis reporting is commonly used for preparing business tax returns.

Note: If you are unsure about the impact of including or removing an account in a cash-basis report, consult your accountant.


Type additional information about the account. This field is only for internal informational purposes, and you can view it only by opening the account record.

Additional actions

Actions menu commands

On the Actions menu, you can select the following commands.



New Account

Create a new account.

New Journal Entry

Create a new journal entry.

Open Account Register

Open the Account Register form for the record you are in.

Transaction History

Open the Transaction History report for the open record.

Transaction Journal

Open the Transaction Journal report for the open record.

Related topics

Find company accounts in a list

About cash sale forms

Cash Flow Statement: options and information

Share Facebook Facebook Twitter Twitter Email Email

Was this information helpful?

Great! Any other feedback?

How can we improve it?

Thank you for your feedback!