General Ledger Accounting Guide

This guide will help you properly configure your accounts for reliable General Ledger Accounting.

Important Note

We highly recommend that you bring a financial resource or bookkeeper from your organization into the process. Misconfiguring your GL can have serious repercussions on your reporting.

Instructions

Configure GL Settings

1. Enable General Ledger Accounting settings under Organization Options

   • General Ledger Accounting: Set to Enabled

   • General Ledger Accounting Method: Set to Cash

2. Set other (optional) GL configuration settings

   Note:

   By indicating these settings as Required, your staff should not be able to save any items in the system without first indicating a GL for them. This will save many Unitemized entries later.

   • GL Required for Activities: Require a GL code for activities

   • GL Required for Sessions: Require a GL code for sessions

   • GL Required for Locations: Require a GL code for locations

   • GL Required for Facilities: Require a GL code for facilities

   • GL Required for POS Items: Require a GL code for POS items

   • GL Required for Addons: Require a GL code for addons

   • GL Required for Discounts: Require a GL code for discounts

   • Partial Activity Revenue Deferral: Allows organizations that do cash accounting and deferred revenue to use both

Create Account

1. Add a New GL Account with the Chart of Accounts function

   Note

   There are three types of GL accounts that can be created: Asset, Revenue, and Liability.

Assign Payment Types

1. Edit Payment Types to assign the new Asset and Liability codes

   Note

   Cash/Check and Credit/Debit payment types are commonly mapped to the same account but it is not required. However, your Account Credit and Refund Check Request payment types must be assigned to individual liability codes

Assign GL Codes

1. Assign GL codes to Activities, Facilities, and POS Items

   Note

   This is the most critical step. Anytime a new activity, facility for rent, or POS item is added to the system, make sure to assign a GL code to that item.

   It is most common to select one code and assign it a percentage of 100. This is what we highly recommend. However, we do support the ability to assign more than one code, and we also support the ability to assign codes by an exact dollar amount. We do not recommend this. Using percentages makes it easier for the system to properly account for money even if your staff has to alter fees at checkout for some reason.

Assign Add-Ons and Discounts

1. Assign add-ons and discounts, if applicable

   Note

   A lack of necessary assignments is the most common cause of Unitemized transactions.

Resources

• General Ledger Reporting and Validation

• General Ledger Accounting Troubleshooting

• Sample_Chart_of_Accounts_-_GL_Codes.xlsx