Using GL Codes on Transactions

Modified on Mon, 16 Sep at 11:30 AM

A GL or General Ledger code, is a number used to record business transactions in their accounting general ledger. Kangarootime now offers the ability to assign GL Codes to all transactions for your business and centres.

If this feature interests you, please contact the Customer Success team and we will turn it on for your business.

TABLE OF CONTENTS

Setting up
Manage GL Codes
- Existing Transactions
- New Transactions
Reporting on GL Codes

Setting up

To get started, navigate to the Billing area of the menu, select Settings from the drop down options, and then select the GL Codes tab.

GL Code Settings

If you want to make it mandatory for a GL Code to be applied to new transaction types as they are created, you will need to go to the GL Code Settings tab.

Use the switch to turn on Make GL Codes Mandatory then Save.

The second switch is Turn on GL Code Stamping, when you have setup your codes return to this screen and turn it on. From the point you turn it on and forward, the GL Codes will be stamped against the transactions - they will not apply historically.

Note: Do NOT switch Turn on GL Code Stamping until you have completed all of your setup below.

Add GL Codes

To add the codes into the business, make sure you are in the GL Codes tab, then select the +Add GL Codes button.

Give the code an identifiable name, select the type of transaction and enter the code you will view on your ledger.

Note: Type + GL Code must be unique. You cannot have two different Discounts with code 10034.

There are five types of transactions in Kangarootime: Fees; Discounts; Payment Surcharges; System transactions (that occur in the background) and Custom transaction types.

Assign GL Codes

Once you have entered all of your codes in, select the GL Code Assignment tab.

Each transaction type has its own separate tab: Fee; Discount; Payment Surcharge (CC/DD); System Transaction and Custom Transaction Types.

Assign a code to a transaction by ticking the check box next to it and in the top right Select GL Code to Apply. The dropdown of GL codes will display all codes that you entered for that type on the previous screen. Once you select the code use the Apply GL Code button.

You can choose multiple transactions at a time to apply a GL Code to.

Note: Once you have completed your setup, you can return to the GL Codes Settings page and switch on Turn on GL Code Stamping. This is when GL Codes will start to appear against your transactions (only from that point forward, they do not apply historically)

Manage GL Codes

Once you have setup and assigned all of your codes, you will be able to continue to manage them throughout Kangarootime.

Existing Transactions

Once assigned, you will be able to view the associated GL Code on existing fees, discounts and custom transactions. If one has been assigned incorrectly, you can edit it on the transaction screen and Save.

Fees

Discounts

Custom Transactions

New Transactions

As with existing transactions, when you create a new fee, discount or transaction type you will have the dropdown available for you to assign the appropriate code for that transaction and Save.

Reporting on GL Codes

Once KT have turned on this feature for you, the codes you have set up will be stamped onto each transaction for you to report on.

Go to the Billing area of the menu, select the Transactions tab and Run Report. Enter the mandatory fields to create the report and Generate. The Transaction Reports article can also guide you with running the reports.

You will see the GL Code column on the right of the report. The csv can then be manipulated for what you need.