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Must know
  • 15 codes are seeded: nine revenue codes (4100 to 4900), 2100 Sales Tax Collected, 2200 Gift Card Liability, and four discount codes of type Contra Revenue (4910 to 4940).
  • There is no delete: retire a code by opening it, clicking Edit and changing Active to Inactive. Inactive codes disappear from every GL Code picker.
  • Posted journal entries are final: correct one with a reversing entry against the same GL code.
  • Manual journal entries come from Ask Hero: the Transactions tab is for reading, searching and exporting.
GL codes (general ledger codes) are the accounting buckets your sales are sorted into. Every club gets a chart of accounts automatically, listed below. Where to find it. Go to Settings > Financials > Ledgers (the Ledgers & GL Codes page). Three tiles sit at the top: Total Revenue, Active GL Codes and Liabilities. Total Revenue (invoiced sales on Revenue codes) and Liabilities are club-wide totals, not just the table page you are on. Active GL Codes follows the table’s search. Your starting chart If your club already had its own 4900 code before Other Revenue was added, your Other Revenue code is the next free number after it (usually 4901). Code types. There are six: Revenue, Expense, Liability, Asset, Equity and Contra Revenue. Only the four discount codes use Contra Revenue, and New GL Code offers the other five. Leave the discount codes as they are: saving an edit on a discount code’s page fails. The four tabs
  • Overview: the GL Codes table (Code, Description, Type, Status) with search, Export (a CSV of every matching code) and New GL Code. Revenue by GL Code ranks codes by invoiced revenue.
  • Transactions: debits and credits from journal entries: the ones you add through Ask Hero, plus the ones posted when you issue a comp gift card (Date, Description, GL Code, Reference, Debit, Credit, Status). Export downloads a CSV of every matching row, up to 50,000.
  • Assignments: how many programs, events, competitions, memberships, passes and products use each code. Only codes with an assignment appear.
  • Financial Reports: Monthly Revenue (YTD), Revenue by GL Code and a Financial Summary (Total Revenue, Total Expenses, Net Position, Profit Margin).
Add a code On Overview, click New GL Code. Enter a Code (for example 4000), a Description (for example Membership Dues) and a Type (it starts as Revenue), then click Create Code. A repeated code shows “GL code already exists”. A code’s own page. Click a code in the table (or choose View Details in its row menu). It shows tiles for Total Amount, Assigned Entities, Transactions and Ledger Entries, plus Overview, Assignments and Activity tabs. Default codes carry a System Default badge. Deactivate a code
Default codes can be edited, but some features look them up by number. If you renumber 2100, sales tax lines post with no account. If you deactivate 2200, gift card sales at checkout and the point of sale are left unassigned, and issuing a paid gift card is refused.
1

Open the code

On the Overview tab, click the code in the GL Codes table.
2

Edit

Click Edit. In the dropdown that shows Active, choose Inactive.
3

Save

Click Save. You see “GL code updated”.
Ask Hero. Ask Hero can propose a new GL code, a change to one, or a manual journal entry (always created as Pending). Nothing is applied until you confirm. Permissions. The Ledgers page and transaction export need View Settings, and Assignments needs View Financials. Creating a code needs Create Financials and editing one needs Edit Financials. Accounting software? Uplifter doesn’t sync with accounting software. To bring your numbers into it, export Reports > Ledger > General Ledger or GL by Account (money reports). Related: How do I assign a GL code to a program or product? · Which reports show revenue, tax, and receivables? · What can Hero do, and what can’t it do? · How do I set up sales tax at checkout?