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

Overview

GL (General Ledger) codes in DaySmart Recreation are used for financial tracking and reporting. They help organize financial data by categorizing transactions, ensuring accurate accounting, and facilitating detailed financial analysis.

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 DaySmart Recreation but are highly recommended.
GL Codes can be imported into the system if needed.

How To

Create New GL Codes

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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 an Existing GL Code

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From the GL Code listing page, click the field for the GL code or description you need to change or the garbage can icon if you would like to delete it.

Assign a Single GL Code to Products

When visiting the "Product" page, a warning will appear on existing products to alert you if the product has already been used within the system. When this occurs, an additional GL Code cannot be assigned to it.

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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.
From the Product Search page, GL Codes can be applied to multiple products using the "Manage Selected Products" section. Start typing the code you want in the GL Codes field to get a menu of your options. Check the boxes you want the code assigned to and then press the Apply button.

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 do not have to choose multiple GL codes for a product. This may only be applicable for specific products.
Location pricing cannot be used with a product that has multiple GL codes assigned. It would be best to create additional products for each location if this is necessary.
Existing products that have already been assigned to an invoice with a GL code, cannot be adjusted or changed to have more than one GL code in the future. A new product will need to be created.

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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.