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Multiple Chart of Accounts Overview

Updated
The Goal: Set up and use multiple Chart of Accounts (by Company) so that fee items and billing reports can be tracked, filtered, and exported by the correct entity — such as your association versus your foundation.

Before You Begin:

  • You need billing/finance administrator permissions to edit the Chart of Accounts, Fee Items, and billing settings.
  • Have your Company information ready (or a completed import template) for each entity you want to track separately.

Step-by-Step Instructions

Multiple Chart of Accounts Set Up

  1. Go to Finance, Billing section, click Settings and select Chart of Accounts.

  2. Under the Chart of Accounts section, you will see a section titled Company. There are two ways to add Company information. In the right-hand corner, there is an ADD button and drop-down.

    1. To add Company information manually, click the ADD button in the right-hand corner.

      • Here, you can assign a Company to a new Chart of Account item. You will see a pop-up screen to add your Company information on Add Account. Once complete, hit the Done button.

    2. If you select an account name, you can also populate the Account Company on the Edit Account screen.

      • Here, you can assign an existing Company to a Chart of Account item. Click Done to save.

  3. To import Company information, click the drop-down option next to the ADD button in the right-hand corner and select Import Accounts.

    • Here, you can import the Company name and information through a template that will populate your Company information for you.

  4. Once the Company information is created manually or via import, you can click on the ADD button drop-down and then Companies to see the Chart of Account Companies pop-up.

    • On this screen, you can edit your account name, add new Companies, or remove old Companies.
  5. Once you refresh your Chart of Accounts page, you will be able to see all changes reflected under the Chart of Accounts and the Company section.

Multiple Chart of Accounts Fee Item Set Up

  1. Go to Finance, Billing section, click Settings and select Fee Items.

  2. Select a Name to see the Edit Fee Item pop-up screen.

  3. Scroll down to Income Account. You can select the Company account you would like associated with the fee item using the drop-down menu and selecting a pre-existing Company.

  4. If you would like to add a Company rather than choose a pre-existing Company, click on the plus sign button next to the Income Account section.

    • Here, you will see an Account pop-up where you can add your Company information manually.

Multiple Chart of Accounts in Billing Reports

  1. Go to Finance, click Billing.

  2. Under Accounting General Ledger on the right-hand side of the screen, Account Company has been added as a field to display and a filter criteria for the list of reports.

  3. This Account Company display can be used for many different benefits within reporting. For example, if you want to just run the Accounting Summary report for your foundation or your association, you can choose to. Another example is on the Accounting Transaction Export, you can batch export to a specific Account Company.

Common Pitfalls

  • Forgetting to assign a Company to fee items: If a fee item’s Income Account is not tied to the correct Company, its transactions won’t roll up under the right Account Company in your billing reports. Set the Company on each fee item before you rely on the Account Company filters.

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