By default, CivicRec operates on a cash basis method. Cash accounting is simple and straightforward. Transactions are recorded only when money goes in or out of an account. This means that revenue is recognized and recorded in the General Ledger (GL) when cash is received or refunded.
If a transaction occurs within an Activity, Facility, Point of Service (POS), etc. where no money is received, then typically no transaction is recorded in the general ledger; however, it is possible with cash accounting that household accounts can carry a balance and be reported in the A/R (Account Receivable) Center or previously received monies held within User Credit accounts until used again (such as activity transfers), but nothing will be recorded in the GL until the money is received or processed as a payment.
The Cash Accounting Method setting can be found in Organization Options and only users who have permission to Organization Options can modify this setting. If you are interested in changing your accounting method, do not change this setting without first contacting CivicRec Support.
Note: You must select Cash to be able to adjust Un-itemized Revenue Codes.
The easy way to know on an ongoing basis if everything is working properly is by using reporting. Please see Reports Overview for the basics of the reporting system so you will know how to generate and filter CivicRec reports.
GL and Transaction Reports
There are two main categories of reports in CivicRec that are typically used with GL reports and the collection of cash with Cash Accounting. These two categories also have a summary and detailed reporting, both of which can provide you with drill-down information.
The most common reports to use with Cash Accounting in CivicRec are:
While there are pre-made and canned reports, you can also search and filter many reports within CivicRec. These reports can then be saved for future use. You can find out how to search GL Reports or create GL Reports with specific accounts on the Search for GL Codes in a Report article.
Validation, Balancing, and Troubleshooting
Properly configured GL accounting systems should have Debits exactly equal Credits for a net of $0. So, our final step for validating our GL entries is to view the GL Summary Report and confirm that the Debits = Credits and the NET are $0.
Other times you may find you need to troubleshoot GL assignments and reporting. Here are some troubleshooting steps and tools:
- Report Validation
- Ensure the Transaction Total for Payments Matches the GL Summary Payment Row
- Troubleshoot Unitemized Transactions
- You have not set up GL codes for your items. Be sure that the activity, facility, add-ons, and discounts all have revenue codes set. To manually update a specific transaction, see Adjust Fee Codes (GL Edit).
- View Transactions Needing Attention/Items with GL Issues - shows you how to view transactions that show as Unitemized.
- GL Troubleshoot - Transaction Report and Payment Account Do Not Match (This will only work with those who have administrator permissions)
- Make sure you only add the columns from the Transaction Report that map to the Payment Account in the GL
- Make sure you assign a GL to each of your payment types
- The View/Set GL tool allows a user to search for a transaction and see how it appears in the GL. If the user wants to adjust the GL entries, they have two options: Manually Set GL and Auto-Generate GL.