General Ledger Codes (GL codes) are a great way to help your organization designate funds to specific groups or locations. Commonly used for organizations that run multiple programs in CampDoc or SchoolDoc, GL codes give your organization the ability to allocate payments made by participants to the appropriate programs.
In this article:
How GL Codes Work
GL codes are codes associated with CampDoc / SchoolDoc sessions, add-ons, coupons, miscellaneous line items, and donations. GL codes are helpful for running financial reports from our application, as organizations are able to associate payments with unique codes. When an organization runs a financial report from our application, the GL code will be included in the Participant Ledger report.
While our system automatically applies default GL codes to your line items, you also have the option to edit the default GL codes or enter unique (custom) GL codes. You may get as granular or general as you would like, and we encourage you to work with your Client Success Manager to set up GL codes in a way that makes sense for your financial reporting needs.
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Set Up GL Codes
00:00: Hello, 00:04: I'm Phil from the DocNetwork Training Team, 00:06: and in this video, we're going to take a look at general ledger codes within the CampDoc 00:10: and SchoolDoc platform. General ledger codes, or GL 00:15: codes, are codes that are associated with sessions, add-ons, coupons, 00:20: miscellaneous line items, and donations. GL 00:24: codes are helpful for running financial reports from our application as organizations 00:28: are able to track financial reporting, based on a unique general ledger code. 00:33: When an organization runs a financial report from our application the 00:38: GL code will be included in the participant ledger report. 00:40: These codes are commonly used for organizations that run 00:44: multiple programs in CampDoc or SchoolDoc. So there are a few ways 00:48: to go about establishing GL codes within your account. As of Summer 00:53: 2024, the platform automatically will create GL 00:57: codes for your sessions, add-ons, coupons, 01:01: miscellaneous line items, and your 01:04: donations. For many organizations that will be sufficient for your accounting purposes. 01:09: Codes will show up in your reports as: default tuition, default 01:13: coupon, default add-on, default miscellaneous, 01:17: and default donation. The other way to create GL codes is to 01:22: update them within your platform yourself. As a provider with the appropriate 01:26: roles, you have the ability to edit those default values if 01:30: you have specific codes your organization prefers, 01:33: perhaps you utilize these codes within your accounting system, your registration platform, 01:38: or you want more specific codes for different add-ons 01:41: for example, you can add GL codes to each one of your sessions add-ons 01:45: and coupons which will then be included in your participant ledgers. Just 01:50: be sure to click save before you navigate away from the page. As 01:55: a side note, some organizations have a large amount of customized GL 01:59: codes to enter. If that's true for you simply contact your Client Success 02:03: Team. So as always thanks for taking the time to watch and don't hesitate 02:08: to reach out if you have any questions.
00:00: Hello, 00:04: I'm Phil from the DocNetwork Training Team, 00:06: and in this video, we're going to take a look at general ledger codes within the CampDoc 00:10: and SchoolDoc platform. General ledger codes, or GL 00:15: codes, are codes that are associated with sessions, add-ons, coupons, 00:20: miscellaneous line items, and donations. GL 00:24: codes are helpful for running financial reports from our application as organizations 00:28: are able to track financial reporting, based on a unique general ledger code. 00:33: When an organization runs a financial report from our application the 00:38: GL code will be included in the participant ledger report. 00:40: These codes are commonly used for organizations that run 00:44: multiple programs in CampDoc or SchoolDoc. So there are a few ways 00:48: to go about establishing GL codes within your account. As of Summer 00:53: 2024, the platform automatically will create GL 00:57: codes for your sessions, add-ons, coupons, 01:01: miscellaneous line items, and your 01:04: donations. For many organizations that will be sufficient for your accounting purposes. 01:09: Codes will show up in your reports as: default tuition, default 01:13: coupon, default add-on, default miscellaneous, 01:17: and default donation. The other way to create GL codes is to 01:22: update them within your platform yourself. As a provider with the appropriate 01:26: roles, you have the ability to edit those default values if 01:30: you have specific codes your organization prefers, 01:33: perhaps you utilize these codes within your accounting system, your registration platform, 01:38: or you want more specific codes for different add-ons 01:41: for example, you can add GL codes to each one of your sessions add-ons 01:45: and coupons which will then be included in your participant ledgers. Just 01:50: be sure to click save before you navigate away from the page. As 01:55: a side note, some organizations have a large amount of customized GL 01:59: codes to enter. If that's true for you simply contact your Client Success 02:03: Team. So as always thanks for taking the time to watch and don't hesitate 02:08: to reach out if you have any questions.
Important: If you plan to use custom GL codes, set them up before registration opens. While you may add custom GL codes after registration has begun, be aware that you will need to go back and manually attribute payments in order for the custom GL codes to appear. Please note that past sessions, add-ons, and coupons will display the default GL codes (except in the case that your account had existing custom GL codes for past sessions) and are not able to be changed.
There are a few ways to go about establishing GL codes in your account. Our system automatically applies default GL Codes for your sessions, as well as add-ons, coupons, miscellaneous line items, and donations. In your Participant Ledger Report, these default codes will appear as follows:
- DEFAULT-TUITION
- DEFAULT-ADD-ON
- DEFAULT-COUPON
- DEFAULT-MISC
- DEFAULT-DONATION (if enabled by your organization)
Given you have the appropriate roles and permissions, you also have the option to edit those Default values or add unique (custom) GL codes to these items.
For example, if you have specific codes that you use within your organization's accounting system, you can add these unique GL codes, and they will be included in your Participant Ledger.
There are three ways to enter GL codes into your account:
- Edit Default GL Codes
- Add Custom GL Codes
- Import Custom GL Codes in Bulk
To edit default GL codes:
- In the menu, click Finances.
- In the submenu that appears, click Finances Setup.
- In the right column, click the Default GL Codes tab.
- Edit the GL codes for your desired categories: Tuition, Add-On, Coupon, Miscellaneous, Donation.
- Click the SAVE button.
To add custom GL codes to line items:
- In the menu, click Groups.
- In the submenu that appears, click Registration Setup.
- Select the session to which you want to add a custom GL code.
- Do one of the following, depending on the category to which you would like to add a custom GL code:
- To add a custom GL code to a specific Session, click the Enrollment tab, uncheck the Use Default GL Code checkbox, and enter your custom GL code in the General Ledger Code box.
- To add a custom GL code to a specific Add-On, click the Add-Ons tab, select the Add-On to which you want to add a custom GL code, uncheck the Use Default GL Code checkbox, and enter your custom GL code in the General Ledger Code box.
- To add a custom GL code to a specific Coupon, click the Coupons tab, select the Coupon to which you want to add a custom GL code, uncheck the Use Default GL Code checkbox, and enter your custom GL code in the General Ledger Code box.
- Click the SAVE button.
If you would like to import your GL codes in bulk, please contact your Client Success Manager.
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Export Financial Reports with GL Codes
00:03: Well, hi! I'm Phil from the DocNetwork Training Team. In this video, we're 00:08: going to walk through how to export your financial reports, including 00:12: your general ledger codes. As discussed in other videos, general 00:16: ledger codes, or GL codes, are utilized for accounting purposes. 00:20: These are typically used in organizations where finances need to be attributed 00:24: to particular programs, or add-ons, or coupons, or well, 00:29: you'll see. For example, a university that uses CampDoc may have 00:33: 15 programs registering through our system. 00:35: Through the use of GL codes a provider can export a participant ledger, 00:39: and simply designate, which funds are intended for which programs 00:43: and have a clear record on their end for accounting purposes. 00:46: Perhaps a park and rec program utilizing GL 00:50: codes within CampDoc has registrations happening for the upcoming after-school program, 00:55: summer day camp, and more. GL codes give an organization the 00:59: ability to make sure, the right resources are designated properly. 01:03: A few things to keep in mind before pulling financial reports with GL codes attached. 01:07: Our system automatically applies default general ledger codes. 01:11: If you don't change these codes, you'll find the default codes listed as default, 01:16: tuition, default coupon, default add-on, 01:21: default miscellaneous and default donation, 01:25: assuming that donations are enabled by your organization. 01:29: If you want to utilize custom GL codes, you'll want to make sure to set up general 01:33: ledger codes before a registration opens. While you can add 01:37: a GL code after registrations have begun, Please be aware that you'll need to 01:41: go back and manually attribute each payment that was previously made. 01:46: Additionally, once a payout occurs attributions associated with 01:50: that bank account, will be locked, keep in mind that in order to pull 01:54: a report with GL codes, you must pull from the participant ledger and 01:58: not the organization ledger. This can often confuse providers when they're trying 02:02: to gather a report of finances. To pull your report by general 02:07: ledger code, go to the ledger menu, participant 02:11: ledger submenu, adjust what filter settings 02:14: you want to include such as dates, sessions, split line 02:18: items and so on. This part is very important 02:21: so you can make sure to include all of your necessary data. 02:25: Often when providers are missing something in their report or struggling to find some information 02:29: it has to do with the filters that are or are not set. Next export 02:34: the report. Open the report as a CSV and 02:38: then filter, according to the necessary information. 02:41: As you can see here in this ledger spreadsheet, we can easily sort by general 02:45: ledger codes to know, which money should go towards which program, add-on 02:49: or coupon. Thank you for taking the time to watch, and 02:52: please reach out if you have any questions.
00:03: Why I'm feel from the docnetwork training team. 00:06: And in this video, we're going to walk through how to export your general ledger codes, 00:10: or GL codes for short as discussed in other videos. 00:14: GL codes are used, particularly for accounting purposes. 00:18: Oftentimes these are used in organizations where finances need to be 00:22: attributed to particular programs. 00:24: For example, a university that uses campdoc may have 15 programs 00:28: registering through our system. Yet all the finances are dispersed into 00:32: One Bank. Count through the use of GL codes, a provider can export 00:36: a participant Ledger and simply designate, which funds are intended for which 00:40: programs and have a clear record on their end for accounting purposes. 00:44: GL codes, given organization, the ability to make sure the right resources 00:49: are designated properly. A few things to keep in mind before 00:53: pulling Financial reports with GL codes attached. 00:57: You'll want to make sure to set up general ledger codes before a registration 01:01: opens, why you can add a GL code in after registrations 01:05: have begun, Please be aware that you'll need to go back and manually attribute 01:09: each payment. That was previously made GL codes 01:13: are only attributed to a particular session, tuition GL codes 01:17: cannot be associated with other things such as add ons, miscellaneous, 01:21: line, items, and so on the add-ons are, however, tied to 01:25: the tuition, It means that if a particular program is $500 01:30: and a t-shirt add-on is $25. 01:32: The entire $525 will be attributed to that 01:36: particular GL code. Keep in mind that in order to pull 01:40: a report with the GL codes, they only pull from the participant Ledger 01:45: and not the organization Ledger. This can often confuse providers 01:49: when they're trying to gather a report of finances to 01:53: pull your report by general ledger code, assuming that your general ledger codes 01:57: are in fact, assigned to a session, you'll go to The Ledger menu 02:02: and the participant Ledger submenu. 02:04: As I just did, adjust what filter settings you want to include 02:08: Any include, dates sessions, split line, 02:12: items and so on this part is very important so you can make sure 02:16: to include all of your necessary data. Often when providers are missing 02:21: something in their report or struggling to find some information, it has to do with 02:25: the filters that are or are not set. 02:27: In this case since it's demo Camp, will keep it pretty wide open 02:31: and we want to see all of the financial data from 2022 02:36: to current day. Enter search. 02:42: Once we have our data that we were looking for, we're going to export this to 02:46: a CSV. And 02:50: then when we have it in the CSV, we can filter according to the necessary information. 02:56: Go ahead and open up your CSV and you'll find your data looking 03:00: similar to this. At the top, we can see all of the data associated 03:04: with the participant Ledger, including if we scroll over to the right, 03:11: Or general ledger codes. I went ahead and sort of this. 03:15: So in this particular example, we have just a few programs assigned to GL 03:19: code for 14350 and most of the rest are assigned to 416 03:23: 996. Thank you for taking the time to 03:27: watch and please reach out. If you have any questions,
Oftentimes, organizations need to run financial reports from our application. Pulling reports using GL codes is a great way for organizations to view finances that are attributed to particular programs or sessions.
For example, a university that uses CampDoc may have 15 programs registering through our platform. Through the use of GL codes, a provider can export a Participant Ledger report and simply identify which funds are intended for which programs. They then have a clear record on their end for accounting purposes.
Once your GL codes are set up in your account, you can generate a financial report via the Participant Ledger to view funds by these GL codes.
To export a financial report with GL codes:
- In the menu, click Finances.
- In the submenu that appears, click Participant Ledger.
- In the Line Items tab, click the Filter icon.
- Select the desired filters from the dropdown menu in each box.
- Click the SEARCH button.
- Click the Export to CSV icon.
- Open the downloaded file as a .csv file in Excel or Google Sheets.
- View, filter, and sort your data as needed in your exported file to easily view and track funds by GL codes.
00:03: Well, hi! I'm Phil from the DocNetwork Training Team. In this video, we're 00:07: going to show you how easy it is to find and sort your various financial 00:11: line items in a CSV report using the general ledger codes 00:16: feature. Start by logging into your account and navigating 00:20: to the ledger section. Select participant ledger. 00:25: Select the appropriate information that you'd like to include in your financial report. 00:29: When you download your report you'll see your general ledger codes for better tracking 00:33: and organization. In this example, we will select add-ons, donations, 00:38: coupons, miscellaneous, which is for your miscellaneous line items, 00:43: select search, and then export to CSV. As 00:47: you move your spreadsheet to the right, you'll see a column for general ledger 00:51: codes associated with sessions add-on, coupons, 00:56: miscellaneous line, items, and donations. 00:59: If you customize any of your codes, you'll see them accordingly. 01:02: Otherwise you'll see the default codes, 01:05: both of which make it easy to categorize and track your financial data. 01:09: Whether you're simply using the spreadsheet or exporting the 01:13: information into a tool like QuickBooks or some other financial software. 01:18: To sort the report, simply click on the header of the general ledger code 01:22: column. You can sort in ascending, or descending order, allowing 01:26: you to quickly, find and organize the information that you need. As 01:30: you can see, sorting by general ledger codes, helps you manage your data efficiently, 01:35: providing a clear view of your financial information. 01:38: And that's it. With just a few clicks, 01:41: you can easily find and sort your CSV reports using your 01:45: general ledger codes. Well, thanks for watching, 01:48: and as always don't hesitate to reach out if you have any questions.
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