The General Ledger Chart of Accounts includes the account names and numbers for booking transactions and reporting in your accounting system.
By creating a matching General Ledger Chart of Accounts in Campminder, you can easily import Campminder transactions into your bookkeeping software.
Note: the GL Chart of Accounts is an optional feature within Campminder. If you're not sure this is right for your account, please consult your Accountant, Financial team or speak with your Campminder Client Success Manager
Select Cash Basis or Accrual Basis Accounting model
Navigate to Admin > Financial Admin > Settings > General Settings.
Select one:
Cash Basis (Default Setting): An Accounting method of recording accounting transactions for revenue and expenses only when the corresponding cash is received or payments are made
Accrual Basis: An Accounting method that records revenues and expenses when they are incurred, regardless of when cash is exchanged.
Create the GL Chart of Accounts
Navigate to Admin > Financial Admin > GL Chart of Accounts.
To import, click "Download .CSV Template". This template provides a handy pre-formatted sheet you can use to upload your data (limit of 500 rows per import).
To create from within Campminder click "Add New" and enter the following:
💡Tip: click on the gif below to enlarge
Account Name: Create names that fit your needs (e.g., Tuition, Transportation). Campminder also includes two standard accounts—Accounts Receivable and Cash—which can’t be deleted or renamed, but you can change their account numbers.
Account #: Use custom numbers that align with your bookkeeping system. It's best to match the Account # and Account Name in Campminder with your accounting software.
Account Type: Choose from Expense, Revenue, or Liability.
Liability is only available with Accrual Basis Accounting.
Expense accounts are used only for credit line items.
Parent Account: Use this to group related accounts. For example, under the Parent Account Tuition, you might include accounts like "Summer Tuition" and "Family Camp Tuition".
Assign GL Chart of Accounts to Line Items
Navigate to Admin > Financial Admin > Line Item GL Assignments. Select the Edit icon (Pencil) to the right side of a line item.
Note: A green check means a line item is correctly assigned to Revenue or Liability. An orange exclamation point means it's not assigned yet.
💡Tip: you can search out line items with missing accounts by checking the filter box at the top right of the list.
Assign Line Items to a Revenue or Expense GL Account. If your organization uses Accrual Basis Accounting, you may also designate a Liability account.
Add a "General Ledger Note" as needed. Click the green "Save" button on the bottom right.
Now that all needed Line Items are assigned to the correct Account in the GL Chart of Accounts, the Journal Entry Report is available for use.