Guidance

Academies chart of accounts and automating the accounts return

Financial data structure and guide for automating academy trust financial returns.

From:
EducationDepartment andfor Skills Funding AgencyEducation
Published
14 May 2019
Last updated
248 SeptemberNovember 2024 — See all updates

Applies to England

Documents

GuideQuick toautomation adoptingguide

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Detailed user guide for automating the academies chartaccounts ofreturn accountsand draft financial statements

HTML

Draft trust financial statements template 2023 to 2024

MS Excel Spreadsheet, 317 KB

Academies chart of accounts 2024/252023 to 2024

MS Excel Spreadsheet, 589615 KB

Academies chart of accounts 2023/242024 to 2025

MS Excel Spreadsheet, 614589 KB

Academies chart of accounts: account code guidance 2024/252024 to 2025

MS Excel Spreadsheet, 5.44 MB

UserGuide guideto foradopting automating the academies accountschart returnof and draft financial statementsaccounts

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Details

Academies accounts return -– for trusts using automation

The deadline for the academies accounts return (AR) 2022/232023 hasto 2024 is now passedavailable althoughfor trusts areto ablecomplete to: their return. The deadline for AR submission is 28 January 2025.

  • downloadTrusts theirare draftable truststo financialview statementstheir (onlyprevious foryear’s trustsreturn usingby automation) 

  • viewaccessing their ARthe 2022/23 

The AR 2023/242023 onlineto 2024 form willby goviewing live‘Download byprevious 5return’ Novemberon thisthe yearright-hand andmenu of the deadlineindex willpage remainand asclicking 28on Januarythe 2025.‘File format’ option drop-down box.

AccountsTrusts returnusing loginautomation are also able to download their draft financial statements.

AR and financial statements login

Introduction to the chart of accounts

The academies chart of accounts (CoA) is the Department for Education’s (DfE’s)) standard for financial data that underpins the academies accounts return (AR) and budget forecast return (BFR).

Introduction to automation

Using the academies CoA, theDfE department has developed automation technology to help reduce the burden of submitting your financial information. This technology enables you to electronically submit your trial balance data directly from your financial management software (FMS) to theDfE, department, where it will then be used to pre-populate a large percentage of your accounts return (AR),, draft financial statements and budget forecast return (BFR)..

If you are thinking about upgrading your financial management system so you can use automation, pleaseyou should review the information on our web page ‘ChoosingChoosing a trust’s financial management system’system.

Introduction to the draft trust financial statements

Trusts whothat send automated data to populate the accountsAR return, can also use this data to produce an auto-populated draft trust financial statements.statement. The template is also available to view on this page and can be used for manual population.

For more information, pleasesee viewthe Quick automation guide and section 6 of the UserDetailed user guide for automating the academies accountsAR return and draft financial statements (section 6).

Webinars, Workshopsworkshops and Q&A sessions:

We are now hosting our webinars and dialdial-in in sessions on Eventbrite. ViewYou ourcan collectionview of events in the ‘DfEsessions Academiescurrently Chartplanned of Accounts and automation’book areayour tospace viewat theDfE sessionsacademies currentlychart plannedof accounts and to book your space.   automation.

ExampleExamples of sessions we run include: 

  • Introductionintroduction to the Academiesacademies chartCoA of accounts and automation  

    automation

  • Dial-indial-in sessions throughout the year 

  • Academiesacademies chartCoA of accounts mapping workshops 

  • Automationautomation-focused focused webinars while the accountsAR return form is live 

  • Technicaltechnical academies chartCoA of accounts updates during the summer 

  • Webinarswebinars tailored forto auditors 

  • FMS comparison matrix teach-ins

PleaseYou can view the DfE Power power Hourhour session on academies CoA delivered that we delivered in September 2023 if you wish to find out more about the academies chartCoA of accounts and automation without waiting to attend a webinar. This information is still relevant.

You can also view the Academies CoA technical updates video, which details the 2024 to 2025 updates and actions for trusts.

On this page

This page includes:includes the following attachments:

  • a quick guide to automation
  • a guide for academy trusts about adopting the academies CoA, which includes a summary of updates since the previous version released in May 2023
  • two2 academies CoA spreadsheets for financial years 2023-242023 to 2024 and 2024-25,2024 pleaseto 2025; you should refer to the ‘information’ worksheet to find out more about the structure of the chart of accountsCoA
  • a spreadsheet providing guidance for each income and expenditure account code within the academies CoA
  • a2 user guideguides for automating the academies accountsAR: returnone quick guide and one detailed guide
  • the draft trust financial statements template

Further enquiries

Academies CoA enquiries

If you have further questions about the chartCoA, ofyou accounts,should please contact theus DfE using the Customercustomer help portal. PleaseYou should put “Academies‘Academies chart of accounts”accounts’ at the top of your enquiry.

Automation enquiries

If you have further questions about automation, pleaseyou should contact us using the online Customercustomer help portal. PleaseYou should put “Automation/API”‘Automation/API’ at the top of your enquiry.

FMS provider enquiries

ContactIf you have further questions about FMS provider enquiries, you should contact us viausing our Zendesk helpdesk.

Updates to this page

Published 14 May 2019
Last updated 248 SeptemberNovember 2024 + show all updates

  1. Added 'Quick guide to automation added' and 'Academies chart of accounts 2023 to 2024 v6.4.0'. Updated 'Detailed user guide for sending automated data the the accounts return and draft financial statements' and 'Draft trust financial statements template for 2023 to 2024'.

  2. Within the 'Academies chart of accounts and automating the accounts return' homepage, the webinars, workshops and Q & A sessions section has been updated with an Eventbrite link and a list of the sessions we hold.

  3. Details for the new Core Schools Budget Grant added to the 'Academies chart of accounts 2024 to 2025' and 'Academies chart of accounts: account code guidance 2024 to 2025'. We've added new dates for webinar, workshops, and Q&A sessions. We've included a link to a new FMS provider helpdesk.

  4. Added 'Academies chart of accounts 2024/25' and 'Academies chart of accounts: account code guidance 2024/25'. Removed 'Academies chart of accounts 2022/23' and 'Academies chart of accounts: account code guidance 2023/24'. Updated sections 4.2.10 and 4.2.11 of 'Guide to adopting the academies chart of accounts'. New dates added for Technical Update webinar sessions and Mapping Review workshops. Automation availability updated in 'User guide for automating the academies accounts return and draft financial statements'.

  5. Academies chart of accounts 2023 to 2024 has been updated to version 6.3.0 to show the latest mappings to the budget forecast return (BFR) 2024.

  6. Additional sessions have been added to 'Webinar: Introduction to the academies chart of accounts and automation' and 'Workshop: Academies chart of accounts mapping review'.

  7. Added content on income from insurance claims to 'Guide to adopting the academies chart of accounts'.

  8. Dial in and webinar dates have been updated.

  9. We've updated the section about latest webinars. We have also updated the automation guidance for the for FMS provider status, and the CoA 2022-23 version has been updated to include the most up to date mappings to the Department for Educations financial returns.

  10. New dates added to the 'Webinars, workshops and Q&A sessions' section. Academies chart of accounts 2023/24 updated in amended BFR mapping column Account code guidance 2023/24 added to.

  11. Updated 'User guide for automating the academies accounts return and draft financial statements' New workbook added: 'Draft financial statements 2022/23

  12. An updated version has been added for 2023/24 'Account code guidance: acadamies chart of accounts' Updates have been made to the 'Guide to adopting the academies chart of accounts'

  13. Updates to webinar dates and recording of Academies CoA technical update webinar added.

  14. Updated academies chart of accounts 2023-24 file: updated mapping to the BFR fields, see rows 208 to 223 on the change control tab for details.

  15. Chart of Accounts 2023/24 file updated. The 'Change control' tab updated as missing four new accounts codes included within the 'Structures and mappings' tab.

  16. - Academies chart of accounts 2023/24 added - Academies chart of accounts 2021/22 removed - Guide to adopting the academies chart of accounts, section 4 'Updates', updated to document changes between CoA versions for 2022/23 and 2023/24 - New dates for webinars and dial in sessions

  17. We've added new webinar dates.

  18. We have: updated the dial-in sessions and webinar dates; published an updated version of the 'Draft trust financial statements' template; updated videos to add reference to 2021/22 AR form; updated the 'Guide to academies chart of accounts' section 3.10.5 to correct error '16 to 19 Bursary Fund'; updated guidance on section 5.5 'Calculated fields - opening balances' in the 'User guide for automation'; and updated guidance on section 5.6 'Calculated fields - funds' in the 'User guide for automation'.

  19. October and November webinar dates cancelled.

  20. Link to the live accounts return form has been added to the landing page.

  21. Updates include - updated 'Use guide for automation of the accounts return and draft financial statements; - updated 'Academies account code guidance'

  22. We have added webinar dates for academies chart of accounts and automation introductory presentations.

  23. We have updated this page with an Excel template that uses a trust’s automated data to produce draft financial statements. We have also added to the change control sheet on the 'Academies chart of accounts 22-23' file to delete one account code.

  24. We have updated this page with the updated academies chart of accounts (CoA) for 2022/23 and guide.

  25. We have updated this page with information about monthly dial-in sessions to ask questions about the DfE chart of accounts and automation.

  26. We have updated the guide to adopting the academies chart of accounts with new sections covering the chart of accounts structure and recharges, and an update to the guidance about Salix loans.

  27. We have updated this page with additional guidance for downloading automated draft financial statements. This is included within the 'Quick start guide to automating the academies accounts return and financial statements'.

  28. We have updated the "Quick start guide to automation" and the "Guide to automating the academies accounts return" for the 2020/21 accounts return. We have also updated the "Guide to adopting the academies chart of accounts" to explain the accounting treatment for COVID-19 funding in the 2020/21 accounts return.

  29. We have updated the academies chart of accounts for financial year September 2021 to August 2022.

  30. We have updated this page adding a new information video about automating the academies accounts return.

  31. Sections 3.4 and 3.5 of the chart of accounts guidance has been expanded to include new guidance to help trusts with specific issues raised.

  32. We have updated this page to add the guide to automation for academies accounts return for 2019/20.

  33. We have updated the academies chart of accounts for the academic year 2020/21.

  34. First published.

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