In this article, you will find the following videos:
How to Set Up General Ledger Codes
This video will teach you how to set up General Ledger (GL) codes in your provider portal.
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.
Pull Reports Using General Ledger Codes
This video will show you how to pull reports using General Ledger 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,