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Must know
  • Set the code on the item itself. Open the item’s form and pick a GL Code. The Assignments tab on Settings > Financials > Ledgers only shows counts.
  • Codes are stamped at the sale. Changing an item’s code affects future sales only. Past lines keep the code they sold under.
  • Empty means the default, with exceptions. Most items fall back to their type’s default code, but bookings have no default and report as unmapped revenue.
  • Gift card sales post to 2200 Gift Card Liability, as long as that code stays active.
Where to set it. Each form has a GL Code field. Some of these areas only appear when that feature is on for your club. Surcharges have a GL code field too, under Settings > Financials > Checkout & Taxes.
1

Open the item and pick a code

In the GL Code field, choose a code. The item type’s default is listed first, marked Default (not on bookings or surcharges). Only Active codes appear, and most items list only Revenue codes (bookings and surcharges list every active code).
2

Save the item

There is no bulk assign; program bulk edit leaves out the GL code.
Leaving it empty. The picker pre-selects the type’s default when the item has none (not on bookings or surcharges). To leave it empty, choose No GL code (uses default). Manual invoices. A program, pass, store product or membership line with no code shows a GL Code picker: “This item has no GL code yet - the account you pick is saved on it for future invoices.” Done stays hidden until a code is chosen. The pick is saved only if the item still has none. Custom lines take a code each. If no default exists, saving fails with “Choose a GL code for” and the line name. Invoices work out their codes again when you create them or edit their lines. Recurring charges. Automatic monthly charges carry no GL code, except rate-card billing, which uses the program’s current code each cycle. Check your work. On Settings > Financials > Ledgers, open the Assignments tab. It counts programs, events, competitions, memberships, passes and products per code, but not bookings, ticket types, punch cards or surcharges. It needs the View Financials permission. Click a code to see its items in its own Assignments tab. The Revenue by Program report has a GL Code column too. Retiring a code. You can’t delete a GL code from the admin dashboard. To stop using one, open it, click Edit, change Active to Inactive and click Save. Inactive codes no longer appear in the GL Code picker. Related: What are GL codes and my chart of accounts? · Which reports show revenue, tax, and receivables? · How do I create and send an invoice? · How do I add a surcharge at checkout or on renewals?