The ability to add an accounting code to household debits will facilitate more straightforward payment tracking when funds are not linked to a season or an existing fee. Follow the steps below to create accounting codes and assign them to debits:
Create and Manage Accounting Codes
1. From the navigation, select Settings > Participant Reg > Accounting Codes.
2. Any existing accounting codes will be displayed in this section. To add a new accounting code, click on Add New Code.
3. Enter the accounting code and description, then click Save.
4. If you wish to modify existing accounting codes, click on Edit Record. All accounting codes can be edited or deleted within the system. If the full admin attempts to delete a code that is assigned to any fee or program, a warning message will prompt them to reconsider.
Assign an Accounting Code to a Household Debit via the Household Info tab
1. Using the Household tab, locate the household you wish to apply the debit to and scroll down to the Household Debits section. Click Add New Debit.
2. Enter a debit title and debit amount. Optional values include associated household members, debit remarks, and season.
3. Accounting Codes created in Registration Settings > Accounting Codes will appear in the drop-down menu. Choose the appropriate accounting code for the debit.
4. The system defaults to automatically send household administrators an email notification of the new debit. If you do not want an email notification sent to the household admin, you can uncheck the box.
5. Once a debit is created, the Household Debits table will be updated with a row displaying the new fee. From this table, you can edit or delete unpaid debit records.
Assign an Accounting Code to a Household Debit via the Season Structure view
1. In Participant Registration, find your Program, then click Manage Season. Select the Structure tab and locate the team you wish to add the debit to. Click Add household debits to this team.
2. Add in the required debit amount, title, and remarks. Accounting Codes created in Registration Settings > Accounting Codes will appear in the drop-down menu. Choose the appropriate accounting code for the debit.
3. Once a debit has been created, you can view it by returning to the Household Debits area on the Household Info tab. The Household Debit section will update with a row displaying the new debit. From this table, you can edit or delete unpaid debit records.
When debits are paid, the fees will be categorized using the accounting code in the Accounting Report by Code report. The Accounting Report by Code report can be accessed by going to Reports > Registrations > Accounting Report by Code.
