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 funds to the appropriate programs and isolate revenue by code in financial reports.
In this article:
How GL Codes Work
Your organization can supply us with the shorthand identification code that you use within your accounting system. Alternatively, you can enter codes directly in the application specifically for your CampDoc / SchoolDoc sessions. These General Ledger codes will be associated with tuition line items for each of your sessions, and they will be included in the Participant Ledger report. 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 organization.
GL codes are only attributed to a particular session tuition. GL codes cannot be associated with items such as Add-Ons and Miscellaneous.
Important: Add-Ons, Miscellaneous, Refunds, External Payments, and External Refunds are tied to the tuition. If, for example, a particular program is $500.00 and a T-shirt Add-On is $25.00, the entire $525.00 will be attributed to that particular GL Code.
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Setting Up GL Codes
00:01: Hello, I'm Gabriela from the DocNetwork Training Team and 00:05: this video will teach you how to set up General Ledger Codes, 00:09: or GL codes, on your Provider Portal. To 00:13: access the registration setup, log in to the application. From 00:18: here, go to Groups on the menu on the left hand side, and 00:22: scroll to Registration Setup. Click on the 00:26: session that you would like to set up. 00:30: Under Enrollment, you'll see boxes for Tuition, 00:35: Deposit, and General Ledger Code. General 00:39: Ledger Code, or GL Code, is a code that can be imported 00:43: from an organization's accounting system 00:46: that is associated with the sessions in the application to make for easier 00:50: and faster financial reporting. GL Codes are helpful 00:54: for running financial reports from our application, as organizations 00:58: are able to isolate revenue by code. When 01:02: an organization runs a financial report from our application, the 01:07: GL code will be included in the Participant Ledger report. Commonly 01:12: used for larger organizations that run multiple programs in CampDoc 01:16: or SchoolDoc, GL codes 01:19: help organizations allocate funds to their appropriate programs. 01:22: Be sure to click Save before you navigate 01:26: away from the page. Thank you for taking the time to watch, 01:31: and please reach out if you have any questions.
If you intend to filter by General Ledger Codes in your financial reports, make sure to set up GL codes during the submission process or during your registration setup. It is important to set up before registration opens for your programs. Although you may add GL codes to your session after registrations have begun, this is highly discouraged as you will need to manually attribute each transaction that was previously made prior to adding the GL codes.
There are two ways to enter GL codes into your account:
To manually set up a GL code:
- In the menu, click Groups.
- In the submenu that appears, click Registration Setup.
- Select the session to which you want to add a GL code.
- In the Enrollment tab, enter your GL code under the General Ledger Code box.
- Click the SAVE button.
If you would like to import GL codes in bulk, please contact your Client Success Manager.
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Pulling Reports Using GL Codes
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 General Ledger 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 system, yet all the finances are dispersed into one bank account. Through the use of GL codes, a provider can export a participant ledger report and simply designate which funds are intended for which programs. They then have a clear record on their end for accounting purposes. In sum, GL codes give an organization the ability to make sure the right resources are designated properly.
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.
It is worth noting that another great way to see transactions by program or session is by generating a Split Line Item Report. This filter option will allow you to view all line items and see how these transactions are attributed (minus the processing fees). Check out our videos on How to Attribute Transactions and Split Line Item Reports to learn more.
Regardless of whether or not you run a split item report, you can filter by GL code when you export to a CSV file (Excel-like spreadsheet).
To pull your report using General Ledger 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, sort, and manipulate your data as needed in your exported file to easily view funds by General Ledger Codes.
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