Manage Default Accounts (GL Codes) via Receipts menu

This process adds or edits GL Codes in the system used for allocating monies to specific cost centers.   Only users with administrative access can process this function.

1. Click on the Receipts link in the Orange Menu on the left hand side of the screen.
2. Click on the Administration link.
3. Click on the Accounts link.

To Add an account / GL Code:

1. Click the +Add Account button at the top right. 
2. GL Code*:  Enter the unique GL code (codes cannot be entered more than one time).
3. Name:  Enter the name or description of the GL Code.  EX: Dog Adoption, Merchandise, Boarding Fees, etc.
4. 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. 
5. 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. 
6. Bank Account:  Click on the down arrow to select the bank account, if applicable.
7. Discount:  Place a check mark in the box if this GL Code is to apply a discount such as a senior discount
8. 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. 
9. GST: Select a default tax type from the drop down, if applicable. (Mandatory for AUS sites only)
10. 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. 
11. 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. Locate the Account you are looking for.
2. 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.
3. GL Code:  Edit the GL Code, if needed.
4. Name:  Edit the code’s description, if needed.
5. 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]"
6. Region:  Click on the down arrow to change the linked Physical Location, if needed.
7. Bank Account:  Click on the down arrow to select of change the applicable bank account, if needed.
8. Discount:  Add or remove a check mark, if needed.
9. Requires Campaign:  Add or remove a check mark, if needed.
10. GST: Select a default tax type from the drop down, if applicable. (AU sites only)
11. 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. 
12. Click Save.

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

If you need to delete an account, this can only be done via Administration > Edit Drop Down Lists. Click here for more information.