Two setup decisions in Mercury Books — your accounting basis and the overall structure of your chart of accounts — are made when your books are created. Changing either one after the fact is something we handle for you. This article explains what you can change yourself, what to ask for, and what to expect.
What you can change yourself
Before requesting anything, it's worth knowing what's already in your hands on the Chart of Accounts page:
- Add an account. Click the + button and enter a code, name, and type
- Rename an account. Open the row, edit the name, and save. The change applies everywhere, including to transactions already coded to it
- Change an account code. Renumber accounts to match your preferred convention
- Delete an account. Open it and delete. An account with line entries posted to it can't be deleted — recategorize those transactions first
- Move transactions between accounts. Filter the Transactions page and recategorize in bulk
To do this more easily, you can also request certain chart of accounts changes via Command. For more information, see our Understanding your chart of accounts article.
Note: System ledgers can't be renamed, renumbered, or deleted.
When to request a change
Contact support when you need one of these:
- A different accounting basis. Switching your books from cash to accrual or accrual to cash. We support a one-time change.
- A replacement chart of accounts. A wholesale replacement of your chart of accounts, and for all historical transactions to be automatically categorized according to this new set. This is typically a template that should replace what you have rather than sit alongside it.
What to expect after requesting a change
Both changes rebuild your books on the new setting and recategorize your transactions against it. That means:
- Your journal entries are recreated on the new basis or against the new accounts
- Your transactions are recategorized, and will need review afterward
- Your reconciliations need to be redone
- Manual journal entries you've made — opening balances, accruals, adjustments — should be checked and in some cases re-entered
It's effectively re-onboarding your books, which is why it's worth making the change as early as you can.
Tip: Before you request a change, export the reports you'll want to compare against afterward. Go to Reports, set your period, and export to XLSX.
Making the request
Contact support and tell us:
- Which change you need — a basis change, a chart of accounts replacement, or both
- For a basis change, which basis you want to move to
- For a chart of accounts replacement, attach the chart of accounts you want to use
Deciding whether to change
Whether your books should be on cash or accrual, and how your chart of accounts should be structured, are accounting judgments rather than product questions. We can't advise on either — talk to a qualified accountant or bookkeeper first, then come to us with what you need.
FAQs
Can I switch my basis more than once?
We support a one-time change. If you're not certain which basis you want, settle it with your accountant before requesting the switch.
Will I lose my transactions?
No. Your transactions stay. What changes is how they're recorded and categorized, which is why review afterward matters.
How long does it take?
We'll confirm timing when you reach out, and let you know when it's done so you can review.
Can I add a batch of accounts without replacing my whole chart of accounts?
Yes. Accounts are added one at a time from the Chart of Accounts page. If you have a longer list, use Command which can manage bulk changes.
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