OvationTix now has General Ledger Codes! Many organizations utilize GL Codes to make accounting easier, by assigning numbers to various types of debit and credit entries.
You now have the ability to assign GL Codes to any transaction within OvationTix, thus making it easier to export financial information from OvationTix into accounting software.
Accessing the GL Codes Feature
To get started with GL Codes, hover over Tools, then click General Ledger Codes:
This will bring you to the main page of the General Ledger Codes feature.
Let's work our way through the various aspects of this tool, so you can learn how to assign and export General Ledger Codes.
Assigning a GL Code
As you can see from the image above, the account we're looking at is already using some general ledger codes. Let's go ahead and add another one.
First, click Add GL Code:
A pop-up will appear, with fields you can fill in to create a GL Code:
Now you'll need to select a Category. If you click the arrow to the right of Select One, you'll see a list of options.
As you can see, you have a number of options to choose from. Let's select Delivery Methods.
Once you've selected your Category, you'll need to decide on a GL Code. If you're using accounting software outside of OvationTix, you probably have a code ready to go for this. For this example, we're going to make it 3000.
As you move down the page, you can drill further into the details of your code. Let's fill in the GL Description 1 with what this item is - a mail based delivery method.
This one is pretty straightforward, so we're not going to select anything for GL Description 2. We do, however, have to Select items that should be associated with this GL Code. Since this is a GL Code for mail based delivery methods, we're just going to select the Mail Delivery Method.
Next, you'll see you have the ability to add Advanced Options.
Theses are available in case you need to drill down further still. For example, if you've entered several kinds of shows you're putting on (such as drama, comedy, musical, etc) and need to add another numerical indicator for your records, like "01" or "02".
When you're done entering information, click Save.
The new code will be on your list of codes, as you can see here.
Once you've added a GL Code, you can always edit or delete it by scrolling to the far right hand side of the screen, and choosing the appropriate button.
If at any time you would like to export your codes as a CSV or Excel file, just use the buttons on the bottom of the screen.
Now that you're created some GL Codes, you're probably going to want to do some reporting with them. To get started, click Access GL Code Report, near the bottom left of the page.
This will bring you to the General Ledger Codes Report.
To choose a Date Range, either select a predetermined range using the pull down, or put in your own dates to customize a range of dates.
To the right of the Date Range options, you'll see the Report Filter, which gives you the option to include/not include unallocated items.
If you choose to include unallocated items, the report will display all transactions in your chosen date range, even if you have not assigned GL Codes to all of them.
Once you're happy with your choices, click Run Report.
Your GL Codes report will be generated at the bottom of the screen.
You have the ability to export your results by using the buttons on the bottom of the screen.
If you use Partial Payments, keep in mind that these transactions will be considered Unallocated in the GL Codes report, until the entire order has been paid for.
The reason it works like this is due to the fact that the report has no way to know how to allocate any amount in the order until it's 100% paid off. For example, say you have an order for $50 - $20 for a ticket, $25 for a donation, and $5 for a keychain. It's a partial payment, and the patron paid $30 at the time of the order, and still owes $20. Until that remaining $20 is paid off, there is no way to split up the initial $30 among the items in the order.