Note: Set up your GL accounts before you use the General Ledger report. Without them, the report cannot segment revenue and payment information. |
Before you begin
You must have the appropriate permissions to view, create, and update General Ledger Account settings. The relevant permissions are as follows:
customer_general_ledger_accounts_create allows the creation of general ledger accounts
customer_general_ledger_accounts_update allows updating general ledger accounts, including deactivation
customer_general_ledger_accounts_view allows browsing the general ledger accounts page in Admin.
Each product, discount, or payment method can have only one GL account. Invoice tags work differently: an invoice can carry several.
Assigning GL accounts is optional. Items without an assigned account appear on the report in italics as No GL code assigned, and your totals still reconcile.
Create a GL account
Go to Admin → Practice → General Ledger Accounts.
Select New General Ledger Account.
Enter the Account Code and Account Name. Codes and names can be up to 35 characters.
Choose an Entity Type.
Select Save.
Assign a GL account to a product, discount, or payment method
Assign a GL account to each item so the General Ledger report can group it correctly. Products report as revenue. Discounts and payment methods report on their own lines, so use the accounts your accountant uses for each.
Open either a product in Admin → Inventory → Products, a discount in Admin → Practice → Discounts, or a payment method in Admin → Practice → Payment Methods.
The General ledger account field in a “Cash” Payment Method setting
In the General ledger account field, choose the correct General Ledger account name.
Select Save.
Tip: If your practice has many items that need an assigned GL account, use Bulk Edit to assign GL accounts to several products at once. |
Assign or change GL accounts for many products at once
Use the Bulk Edit option to assign or change GL accounts across multiple products in one step. To edit products in bulk, select multiple products in Admin → Inventory → Products and select Edit at the top of the Products page.
Find products that still need a GL account
Filter the product list to check your progress:
Turn on the Show Only Unmapped toggle to list products without a GL account assigned.
Select an account in the General Ledger Accounts drop-down to list only the products assigned to it.
View your GL accounts on the report
After you assign GL accounts, go to Analytics → Reports → General Ledger Report to generate a new report. For a full explanation of each row, see General Ledger Report Overview.
Frequently asked questions
Can I assign more than one GL account to a product?
No. Each product, discount, and payment method can only have one GL account.
What happens to items that do not have a GL account assigned?
Items without a GL account assigned will be grouped into one line on the GL report labeled as No GL Code Assigned under the GL Account column.
How long can a GL account name be?
Names can be up to 35 characters.
Do invoice tags still affect the General Ledger report?
The report groups by GL account instead of invoice tag.
Still need help?
Contact support via live chat or email [email protected].