🔔 Feature Update as of Sept 2024: Option added to use Split GL Code functionality for a product.

📝 Overview

GL (General Ledger) codes in Dash are used to categorize and track revenue for accounting and financial reporting purposes. By assigning GL Codes to products and payment types, you can organize transactions by department, program, or revenue stream.

While GL Codes are optional, they are strongly recommended for organizations that reconcile with external accounting systems or need detailed financial breakdowns. This article explains how to create, manage, assign, and report on GL Codes within the software.

💡 Key Points:

GL Codes can be very specific so that you can report on each individual class, for example, or you can make them broad and generic.
Revenue accounts typically begin with a "4".
- For example: 4111: Adult Soccer League Revenue or 4321 Full Field Rental
Codes can be numbers, names, or a combo of both.
GL Codes are not required in Dash but are highly recommended.
GL Codes can be imported into the system if needed.

➕ Adding and Managing GL Codes

🛠️ Create New GL Codes

Click the arrow to learn how to add a new GL Code

From the global search box, start typing in "GL Codes" or click on "Cash Register" from the top drop down section, you will see GL Codes.
Click the "+" button to create a New Product GL Code.
Enter the GL Code you wish to add (can be either letters or numbers) and add the GL Description.
Click the Save GL Code button.

✏️ Edit or Delete a GL Code

Click the arrow to learn how to modify or remove codes

From the GL Code listing page, click the field you want to change.
To delete a code, click the garbage can icon.

🏷️ Assigning GL Codes to Products

GL Codes are assigned within a product’s Financial Settings. You can apply a single code, split revenue across multiple codes, or assign a code to multiple products at once.

⚠️ GL Code Cannot Be Edited After Use

If a product has already been used in a transaction, the assigned GL Code becomes locked. The GL Code field will be grayed out and cannot be edited or changed.

Additional GL Codes also cannot be added to products that have already been invoiced. If changes are required, create a new product and assign the correct GL Code during setup.

📦 Assign a Single GL Code

Click the arrow to learn how to assign one GL Code to a product

From the global search box, start typing in Products or click on Cash Register from the top drop down section, to click on the Products page.
If you are looking at a specific product set-up page, there is a field labeled GL Code in the Financial Settings section. Start typing the name of the GL Code you created in this field and select it. Note that you cannot add additional GL Codes unless it is a new product.
The form will auto save once you click out of the field.

🧮 Bulk Assign GL Codes from Product Search

Click the arrow to learn how to assign a GL Code to multiple products at one time

From the Product Search page, use filters or search to locate the correct products.
Check the boxes next to the products you want to update.
Click Manage Selected Products.
Locate the GL Code field in the management panel.
Begin typing the GL Code you want to assign.
Select the correct GL Code from the dropdown.
Click Apply.

💡 This method allows you to quickly assign the same GL Code to multiple products without opening each product individually.

🧩 Assign Multiple GL Codes to a Product

In some cases, a product's total cost may need to be split into multiple GL codes. For example, with a camp registration product, the camp revenue might need to be divided so that a portion goes to the parks department and another portion goes to the city. This feature allows for greater granularity in tracking revenue.

⛔️ Things to know ahead of time:

This feature cannot be turned off, but you are not required to assign multiple GL Codes to a product. It may only apply to specific products.
Location Pricing cannot be used on a product that has multiple GL Codes assigned. If needed, create separate products for each location.
If a product has already been used on an invoice with a GL Code assigned, the GL Code field becomes locked. The dropdown will appear grayed out and cannot be edited or changed.
Products that have already been invoiced cannot be updated to include additional GL Codes. A new product must be created instead.
To associate a discount to a product, apply the discount first and then assign multiple GL Codes. Discounts cannot be added after multiple GL Codes have been assigned.

Click the arrow to learn how to assign multiple GL Codes to a single product

Create a new product which will have the multiple GL Codes assigned by going to the Products page.
Begin filling out the Product details (Name, Global Price, Category, etc).
Under the Financial Settings section, there is an option to assign a GL Code to the product. Start typing in the GL Code or description until it auto populates the correct one to select.
If the GL Code is not listed, you can create a new one by pressing the Create GL Code option. Another window will appear. Create the new GL Codes necessary.
Once you close out the GL Code creator window, the product page WILL NOT update automatically with your new GL Codes listed. You will need to first save the product you have been working on.
After you save, you can now go back to the Financial Settings section and add your new GL Code from the type ahead.
The Initial GL code added will default to the Global Price set initially on the product. If you add an additional GL Code to this product, you will be able to adjust how the total product price should be broken out.
The global price is now being driven by this section on the product settings. The global price section above has been greyed out because it can no longer be edited.
In this case, I want to split the cost evenly.
Additional GL Codes can be added if needed as long as the price is split among them accordingly, otherwise the revenue will not be recognized properly on reporting.
From the Product Search page, you can easily view the products that have multiple GL Codes assigned to them. If you hover over "split gl code" badge, the GL codes assigned to the product will display.

💳 Assigning GL Codes to Payment Types

You can create and assign GL codes to payment types in the Deposit Cutoff page.

📊 Reporting with GL Codes

⭐️ Commonly used reports:

GL Report and GL Report - Split GL Codes

View transactions and the "invoiced" amounts by

GL code for a specified time period.

Learn More

Cash Basis and Accrual GL Report

View transactions, both collected (cash) and invoiced (accrual),

by GL code for a specified time period.

Learn More

💡 Pro Tips

🧠 Standardize your numbering - Use consistent numbering conventions such as starting revenue accounts with 4xxx for easier reconciliation.
📌 Assign GL Codes during product setup - Once a product has been used in a transaction, the GL Code cannot be changed.
📊 Review GL Reports monthly - Run reports regularly to identify categorization issues early.
🔁 Create new products when structure changes - If revenue mapping needs to change after usage, duplicating the product with the correct GL Code is the cleanest solution.

❓ Frequently Asked Questions (FAQs)

Find answers to common questions or additional details that may not be covered in the main instructions.

Click the arrow to view frequently asked questions

Are GL Codes required to use Dash?

Click the arrow to see the answer

No. GL Codes are optional, but they are highly recommended for detailed financial tracking and reconciliation.

Can I change a GL Code after a product has been used?

Click the arrow to see the answer

No. Once a product has been used in a transaction, the GL Code field becomes locked and cannot be edited.

Can I assign GL Codes to multiple products at once?

Click the arrow to see the answer

Yes. Use the Manage Selected Products option on the Product Search page to apply a GL Code to multiple products at one time.