Defining General Ledger (GL) Accounts in Web

 

General Ledger (GL) accounts are reporting codes used to group financial transactions.  Anything sold in Sportsman, (such as activity registrations, day passes, facility reservation, golf greens fees, locker rentals, other fees, merchandise, etc.) must have a GL code attached to it.  It is very important to set up GL codes before you set up programs, facilities and golf courses for registration/reservation as you will need to assign the payments for those programs to a GL account, likely a ‘Sales’ GL account.   In some cases you many need to set up specific ‘Payment’ type GL accounts – this may come in handy for scholarships, corporate grants etc.  If your GL accounts are not set up correctly, your financial reporting may not provide the data and breakdowns for revenue sources you need.  You will also see these GL accounts when you reconcile your tils.   Consider consulting with your finance department for an account list.  If that is not available you should define at least broad categories as appropriate for the Sportsman modules you have licensed such as Activity Registrations, Facility Reservations, Rentals, Golf, Merchandise, Membership etc. You must have the basic GL accounts to attach to sales and payments for Sportsman to function.

 

This Document will cover:

ü Setting Up New GL Accounts In Tables

ü Editing GL Accounts

ü Reviewing and Reporting With GL Accounts

 

 

Setting Up New GL Accounts In Tables

To begin, navigate to Define > Financial > GL Accounts.

From the ‘GL Accounts’ screen select [Add] to add a new account.  This will bring up the ‘GL Accounts Add’ screen.  You can enter a short code in the GL Account field and a longer Description in the field below.     From here you can select a Sales or Payment type GL account.  Most GL accounts are related to sales and revenue, however on occasion you may want to set up a custom Payment type to track unique payments such as when using a grant or scholarship.   Click [OK] to save your GL account.

 

Editing GL Accounts

From the same path and on the ‘GL Accounts’ screen you can [Edit], [Delete], and show inactive GL accounts, and [Print] the list from the button on the upper right.   Notice on the screen, a list of currently active GL accounts and the Type Description column which shows you whether each GL is a Sales type GL or a Payment (marked as “Revenue”) type GL.    

 

Important: Consider your timing and any impacts when changing the name of GL Accounts in tables.  Programs will use the GL established at the time the program was defined or most recently copied.   Changing the description or name of a GL account will change all historical reporting to the new name.  At times you may want to inactivate an existing GL account that you no longer want to use and set up a new GL account to attach to new programs and facilities.   We do not recommend you ever change the Type on a GL Account unless it is a new GL that you have not yet associated any charges with.

 

 

Reviewing and Reporting With GL Accounts

As mentioned above, you can print a list of all your GL Accounts by clicking the [Print] button on bottom of the ‘GL Accounts’ screen you access by navigating to Define > Financial > GL Accounts.

 

You can run many financial reports that show all GL Accounts with payments over a period, and in most cases, you can filter financial reporting based on specific GL Accounts.   For example, you can run the Financial Activity report in Reporting > Financial > Financial Activity Report (GL) to show all GL accounts line by line, or you can filter by specific GL accounts.   You will see GL accounts in till reconciliation reports, revenue by activity reports and most financial reporting.    

 

 

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