When you transfer payment data from Online Mooring to your accounting system, we can include a "General Ledger Code", which corresponds to a "bucket" of money that your organization wants to track in its accounting system. In the simplest setup, you might have a single code for all your fees. In a more advanced setup, you might have different codes for different types of fees.
Setup
You can configure Online Mooring to specify the General Ledger Code to use in various situations. We've tried to set things up so that you have the flexibility you need, while doing as little data entry as possible.
By Application Type - At a minimum, you'll need to configure the General Ledger code to use for each application type.
To do this, go to Configuration > Application > Application Type > click an Application Type, and then entering the General Ledger Code in the "Account Code" field.
By Action - If the General Ledger code needs to vary based on the Action, you can configure the General Ledger Code for one or more actions. If you configure the code for an action, this will take precedence over the code for the Application Type. So, if you configure a code value of "1" for the Mooring Permit application type, and a code value of "2" for a "Renewal Submitted" action, we will use a value of "2" for Renewal Submitted actions on a Mooring Permit application.
To configure an action, go to Configuration > Application > Actions > click an Action, and then enter the General Ledger Code in the Account Code field.
By Action Line Item - In some cases, a single action in Online Mooring will generate a series of fees (called Line Items). If this is the case for you, and if the General Ledger Code needs to vary by Line Item, you can configure the code for us to use on any Line Item. If you configure the General Ledger code on a Line Item, it will take precedence over any codes you've entered for the Action or for the Application Type,
To configure a Line Item, go to Configuration > Applicatcion > Actions > click an Action > Itemize Fees. Click on the Edit icon next to any of the line items, enter the code in the Account Code column, and click the Save button.
Calculating the General Ledger Codes
Once the codes have been configured, there are two ways in which we'll calculate the codes associated with any payments:
- Run the Payment Details Report. To do this, go to Reports > Financial > Payment Details, enter the date range you want to cover, and click the View or Export buttons.
- Export Payments. To do this, go to Data > Export > All Payment Fields.
We determine the General Ledger Codes to use every time you perform these actions. So, if you find that the codes were not configured correctly (and therefore the codes that you expected to see didn't appear), you can change the configuration and try again.