Administrators are able to track how much money has been received (grouped by Accounting code) during the accounting reconciliation process by creating and assigning Accounting Codes.
From the navigation, select Settings > Participant Reg > Accounting Codes. Click on the Add button to create a new code.
Within Accounting Codes, Administrators can add unlimited new entries, each with an Accounting Code and corresponding Description.
All Accounting Codes can be edited or deleted within the system. If the Site Administrator attempts to delete a code that is assigned to any fee or program, a warning message will prompt them to reconsider.
Out Fees, Site Administrators can run reports to List Programs and List Fees that are using each code.
Once Accounting Codes are created within the Settings window, administrators are then able to assign those codes to Programs and Fees - allowing administrators to track revenue by Accounting Code for reporting purposes.
When adding or editing a Program, Site Administrators can select the appropriate Accounting Code from a dropdown list that pulls from the previously created codes.
When adding or editing a Seasonal Fee, there is a new Accounting Code field that defaults to the code assigned to the Program, if one exists.
Site Administrators can override the program default and select a different Accounting Code from the dropdown for that specific Fee.
Accounting Codes will be cloned when Seasonal Fees are cloned.
If the Accounting Code for the Program is edited after the default code is overwritten for a Fee, the fee will continue to have its overridden, assigned Account Code.
If a registration is moved from one program to another, all fees for that program will be assumed by the new program. If any of the registration fees have been overridden from the default, that fee will maintain it's overridden code.
When setting up Volunteer Opt-Out Fees, administrators can assign Accounting Codes from the dropdown list the same way they would create Accounting Codes for Seasonal Fees.
Within Settings, administrators can assign an Accounting Code to Donations.
When setting up Registration Payment Options, Administrators are also able to assign Accounting Codes to a category for Merchant Fees. Even if the merchant fee code is left blank, the Merchant Fees will be separated into a unique category for reporting purposes.
Once Accounting Codes are linked with Programs and Seasonal Fees, Administrators can run a report from the Reports tab, Accounting Report by Code, for a specific deposit date range that will show the total amount of money broken down by Accounting Code.
The report can be found in the Reports tab > Reports heading.
The Accounting Report by Code report can be pre-filtered by Deposit Date range and/or Tender Type (All, Credit Card, Cash, Check).
The report groups items by Accounting Code - including Donations, Volunteer Opt-Out Fees, Merchant Fees, Chargebacks and all other Accounting Codes set up by the Site Administrator within Registration Settings.
Merchant Fees will appear in their own group, even if no code has been created by the Site Administrator.
Chargebacks will also appear in a group of their own and will not have a code associated with them. The Account Code description will be Chargebacks.
The new report incorporates retroactive reporting, which allows administrators to view the Accounting Report by Code for previous seasons, so long as the Accounting Codes have been assigned.