Admin - Manage Default Accounts (GL Codes)

This process adds, edits, and deletes GL Codes in the system used for allocating monies to specific cost centers.  They can also be undeleted if needed.  Only users with administrative access can process this function.

To Add an account / GL Code:

1. Click on the Administration link in the Orange Menu on the left hand side of the screen.
2. Click on the Edit Drop Down Lists link.
3. Click on the Maintain link.
4. Click the +Add Account button at the top right. 
5. GL Code*:  Enter the unique GL code (codes cannot be entered more than one time).
6. Name*:  Enter the name or description of the GL Code.  EX: Dog Adoption, Merchandise, Boarding Fees, etc.
7. Cost Center*:  Click on the down arrow to select the applicable cost center.  This is usually a shelter location, off site location or a physical location. If the Cost Center does not yet exist, click the option offered that looks like Create "[your cost center name here]" to add a new one. 
8. Region:  Click on the down arrow to link it to the applicable region, again this is also usually a shelter location, off site location or a physical location. If the account is applicable to all Physical Locations, you may skip this step. 
9. Bank Account:  Click on the down arrow to select the bank account, if applicable.
10. Discount:  Place a check mark in the box if this GL Code is to apply a discount such as a senior discount
11. Requires Campaign:  Add a check mark to make it mandatory for the user to select a campaign to go with this account when it is assigned to any receipt, if required. If not, skip to the next step. 
12. GST: Select a default tax type from the drop down, if applicable. (Mandatory for AUS sites only)
13. Receipt Comment: This is a mini-text editor so you can enter text you would like to appear on any receipt that has an amount assigned to this GL Code. 
14. Click Create.

The screen will return to the dashboard page and a banner stating Saved successfully will display at the top.

To Edit an account / GL Code:

NB: You will only be able to edit GL Codes that have not yet been assigned to any receipts. Once the code is assigned to a receipt, only Shelter Buddy programmers can change it, but even this should be done with caution as all historical data will be changed and this may not be ideal. 

1. Click on the Administration link in the Orange Menu on the left hand side of the screen.
2. Click on the Edit Drop Down Lists link.
3. Click on the Maintain link.
4. Locate the Account you are looking for.
5. Click on the three vertical dots on the right hand side of the row, then click Edit. 
   • You can also Assign Attributes here. Click here to find out more.
6. GL Code:  Edit the GL Code, if needed.
7. Name:  Edit the code’s description, if needed.
8. Select Cost Center:  Click on the down arrow to select the correct cost center, if needed or type to add a new one and click when it says something like Create "[your cost center name here]"
9. Region:  Click on the down arrow to change the linked Physical Location, if needed.
10. Bank Account:  Click on the down arrow to select of change the applicable bank account, if needed.
11. Discount:  Add or remove a check mark, if needed.
12. Requires Campaign:  Add or remove a check mark, if needed.
13. GST: Select a default tax type from the drop down, if applicable. (AU sites only)
14. Receipt Comment: This is a mini-text editor so you can enter text you would like to appear on any receipt that has an amount assigned to this GL Code. 
15. Click Save.

To Delete an account / GL Code:

NB: This does not remove an account entirely, but hides it so it cannot be applied to any more receipts moving forward. It will still show on historical receipts and reports. 

1. Go into Administration menu
2. Select Edit Drop Down Menu
3. Scroll down to find the option for Accounts
4. Click on the Delete link.
5. This will launch a pop-up. 
6. Locate the GL Code you are looking for from the drop-down box at the top of the page. 
7. Once it is visible/selected in the drop-down click the Delete Account Type button. 
8. A validation box will appear advising the account has been deleted. Click ok. 
9. The box will refresh but otherwise there will be no other notifications.
10. Close the pop-up if you are done, or repeat for any subsequent GL Codes/accounts until completed. 

To Undelete an account / GL Code:

This restores previously removed accounts/GL Codes if required. 

1. Go into Administration menu
2. Select Edit Drop Down Menu
3. Scroll down to find the option for Accounts
4. Click on the Undelete link.
5. This will launch a pop-up. 
6. Locate the GL Code you are looking for from the drop-down box at the top of the page. 
7. Once it is visible/selected in the drop-down click the Undelete Account Type button. 
8. A validation box will appear advising the account has been undeleted. Click ok. 
9. The box will refresh but otherwise there will be no other notifications.
10. Close the pop-up if you are done, or repeat for any subsequent GL Codes/accounts until completed. 

To Set Default 

Only required if one cost centre is used for a region 

1. Click on the Set Default link.
2. This will launch a pop-up. 
3. Locate the Physical Location you are looking for from the Region drop-down box at the top of the page. 
4. Locate the Cost Center that you would like to set as default for that location in the next drop-down.
5. Once they are visible/selected in the drop-down click the Set Default button. 
6. The pop-up box will close if successful. 

NOTE: when exporting GL Codes to excel via Administration > Receipts > Accounts > Export Accounts, codes with a zero at the end or that are made up entirely of zeroes will not display those zeroes. E.g. if your account looks like 1234.00 it will display as 1234. If your account is 0000 the cell will be blank. This is a feature of Excel programming and not Shelter Buddy so you will need to manually manipulate the cells to get the data looking the way you want it to.