In this article, you will find the following videos:
Managing General Ledger Codes
In this video, our team explains how General Ledger (GL) codes work within CampDoc and SchoolDoc. Learn about default and customizable GL codes for sessions, add-ons, coupons, and donations, and how they appear in participant ledger reports for accurate financial tracking. Discover how to manage and update GL codes to fit your organization’s needs.
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.
Export Financial Reports with General Ledger Codes
In this video, learn how to export financial reports using General Ledger (GL) codes in the CampDoc and SchoolDoc platforms. Discover how to set up and customize GL codes, understand their default settings, and use them to track and attribute finances across different programs and line items effectively.
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.
Finding & Sorting General Ledger Codes in CSV Reports
In this video learn how to easily find, sort, and organize your financial data using General Ledger Codes in a CSV report. Through navigating the ledgers section, and customizing codes, providers will learn how to efficiently manage financial line items for clear tracking and organization.
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.
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.
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,