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Set Up Multiple Charts of Accounts by Company

Updated

What this does: Sets up a separate chart of accounts for each company, such as your association and your foundation, so fee items and billing reports track the right entity.

Applies to: GrowthZone Finance. You need billing administrator access.

Before you start: Make sure GrowthZone has turned on billing companies for your site (see the note below). Know the name of each company you want to track.

Time needed: About 30 minutes, plus time for GrowthZone to turn on the feature if needed.

Important: GrowthZone must turn this on for your site. Billing companies are not available until GrowthZone enables them. If you don't see Billing Companies when you click the arrow beside the Add button on the Chart of Accounts page, contact GrowthZone Support and ask to have billing companies turned on.

Set up a chart of accounts for each company

First add your billing companies, then assign each account in your chart of accounts to one of them.

  1. Go to Finance, Administrative section, click Billing Settings and select Chart of Accounts.
    Chart of Accounts page with Billing Settings boxed in the Administrative section of the Finance rail
  2. Click the arrow beside the Add button in the upper right and select Billing Companies.
    Billing Companies pop-up listing the configured Billing Companies, with the Billing Companies option in the ADD drop-down called out
  3. In the Billing Companies pop-up, click Add and enter the company's name. Repeat for each company, such as your association and your foundation. You can also edit or remove companies here.
  4. Click Done.
  5. Refresh the Chart of Accounts page so your new companies appear.

Checkpoint: Your companies now appear as choices in the Billing Company field on each account.

  1. Assign an existing account to a company. Click the account's name to open Edit Account, choose the company in the Billing Company field, and click Done. Repeat for each account.
    Edit Account screen with the Billing Company drop-down and an existing Billing Company selected
  2. To add a new account for a company, click the Add button.
    Chart of Accounts page with the ADD button in the upper right-hand corner boxed
  3. On Add Account, enter the account details, choose the company in the Billing Company field, and click Done.
    Add Account window with the Company field completed and the Done button called out
  4. To add many accounts at once, click the arrow beside Add and select Import Accounts.
    Chart of Accounts page with the ADD button drop-down expanded and the Import Accounts option boxed
  5. Upload a completed template with your accounts and their company information.
    The Import Chart Of Accounts window showing the Choose File control and the spreadsheet requirements

Assign fee items to a company

Link each fee item to an income account that belongs to the right company, so its sales roll up under that company.

  1. Go to Finance, Administrative section, click Billing Settings and select Fee Items. The page opens as Saleable Items.
    The Fee Items page — it opens as Saleable Items — with Billing Settings boxed in the Administrative section of the Finance rail
  2. Click a fee item's name to open Edit Fee Item.
    The Saleable Items list with a fee item Name link boxed
  3. Scroll to Income Account and choose an account that belongs to the right company.
    Edit Fee Item window scrolled to the Income Account drop-down, expanded to show the available Company accounts
  4. To create a new income account instead, click the plus sign button beside Income Account.
    Add Fee Item window with the plus sign button beside Income Account boxed
    Note: The plus sign appears only while Income Account is empty. That means the Add Fee Item window, or an existing fee item with no income account yet. Once the field holds an account, the button is hidden.
    The Details block of the Edit Fee Item window, showing the Income Account field and the only plus button in that block, beside Product Tax Category
  5. In the Account pop-up, enter the account details, including its billing company, and save.
    Account pop-up with the Company information fields ready for manual entry

Filter billing reports by company

Use Billing Company to run reports and exports for one company at a time.

  1. Go to Finance, click Billing.
  2. Under Accounting General Ledger on the right, choose Billing Company as a field to display or as a filter.
    Accounting General Ledger report panel on the right-hand side of the Billing screen, with Billing Company boxed in both the fields to display and the filter criteria

For example, you can run the Accounting Summary report for only your foundation or only your association. On the Accounting Transaction Export, you can batch export to a specific billing company.

Accounting Transaction Export criteria screen with the Billing Company selector boxed for a batch export

Common pitfalls

  • No Billing Companies option under Add: The feature isn't turned on for your site yet. Contact GrowthZone Support to have it enabled.
  • No companies to choose in Billing Company: The field only lists companies you've already added. Add them first under the arrow beside Add, Billing Companies, then refresh the Chart of Accounts page.
  • Forgetting to assign a company to fee items: If a fee item's income account isn't tied to the right company, its transactions won't roll up under that billing company in your reports. Check each fee item's income account before you rely on the Billing Company filters.

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