Cash Accounting: Individual Journal Entries Report

The Individual Journal Entries Report in our Cash Accounting Analytics allows you to track undeposited journal entries on an individual basis across your entire organization. A journal entry will be generated for each separate transaction/invoice within your account. You can then export this report to help you create individual journal entries in your accounting software.

If you only have one site in your organization, it will just display that site’s data.

This report is meant to work in conjunction with the Bank Transfer Journal Entries Report, which generates a separate journal entry for deposits. 

Table of Contents 

• Prerequisites to use the report
• Navigation & Filtering
• Individual Journal Entries
• Exporting, Sending & Scheduling

Prerequisites to use this report

1. Set up your Site Accounting Codes
   1. Within the Management Console, navigate to Settings > Terminology
   2. Within “Terminology Settings”, set Accounting Code 1 Label = Class, and make sure it’s “Enabled”
   3. Set Accounting Code 2 Label = Income Account, and make sure it’s “Enabled”
   4. Save your preferences

2. From the same Terminology page, at the top, go to “Terminology Options”
3. Under Class, add all of the possible classes you’d like to tag your programs and products with (note: these should correspond with the classes you use in your accounting software; if you don’t use any classes, you can leave this blank)
4. Under Income Account, add all of the possible income accounts you’d like to tag your programs and products with (Note: these should correspond with the classes you use in your accounting software)
5. Tag all of your programs and products with Class and Income Account
   1. For each program, navigate to the program’s page in the management console, and select “Edit details”. Select the Class and Income Account to associate with that program
   2. For each e-commerce product, navigate to the product’s page in the management console, and select “Edit”. Select the Class and Income Account to associate with that product
6. Not required, but helpful: use LeagueApps Gateway

Navigation & Filtering

To view this report, navigate to the Reporting icon and select Reports option under the Analytics header. Then, navigate to the left sidebar, and select Individual Journal Entries under the Cash Accounting section. 

You can filter the data by selecting options from the filters at the top of the report. Selecting options within these filters will change the data you’re seeing for the chart in this report:

• Site Name
• Journal Date
• Journal Number

Any of the columns can be sorted by selecting the arrow in the column title, and choosing which sort option you would like to use.

Individual Journal Entries

In the chart, you are able to view all individual journal entries based on the filters you chose at the top of the report. Below is a sample individual journal entry, as well as a definition for each field:

• Journal Number is the Invoice Id # - the Transaction Id #
  • In the above example, the invoice Id is 44835705 and the transaction Id is 64584749
• Journal Date is the transaction date
  • In the above example, the transaction date is 10/03/2023
  • The date is formatted MM/DD/YYYY
• There are three lines in the journal entry: one representing the undeposited funds account, one representing the merchant fees account, and one representing the income account associated with this transaction
  • Undeposited Funds line: the Account is always “Undeposited Funds”. The Amount is the net amount from the transaction, and it’s debited to the account (so it’s positive). The Class is always empty (or “null”)
    • In the above example, the amount is $4.40, debited to Undeposited Funds, and the class is null
  • Merchant Fees line: the Account is always “Merchant Fees”. The Amount is the sum of the fees from the transaction, and it’s debited to the account (so it’s positive). The Class is the Class that was selected for the program or product that this transaction was for (aka Accounting Code 1, see Prerequisites for setting this up)
    • In the above example, the amount is $0.60, debited to Merchant Fees, and the class is “Co-Ed” (because that’s the class that was selected for this program)
  • Income Account line: the Account is the Income Account that was selected for the program that this transaction was for (aka Accounting Code 2, see Prerequisites for setting this up). The Amount is the total transaction amount, and it’s credit to the account (so it’s negative). The Class is the Class that was selected for the program or product that this transaction was for (aka Accounting Code 1).
    • In the above example, the amount is -$5.00, credited to “Registrations:Clubs” (because that was the income account that was selected for this program), and the class is “Co-Ed” (because that’s the class that was selected for this program) 
    • Note: if no income account is selected for a program or product, the Account will be “Uncategorized Income Account”
  • Note: if the transaction was a refund, the signs on each line would be swapped: the Undeposited Funds line would be negative, the Merchant Fees line would be negative, and the Income Account line would be positive
• Description is the program or product name that this transaction was for. If it’s a grouped program, it’s Grouped program name - Program name. If the transaction is a refund, the description is appended with “(Refund)”
  • In the above example, the description for all of the lines is “Netball Summer 2022 League - Netball Summer 2022 10U”. The Grouped program name is “Netball Summer 2022 League” and this transaction was for the subprogram, which is named “Netball Summer 2022 10U”
• Memo is the Bank Transfer Date - Bank Transfer Id 
  • In the above example, the memo for all of the lines is the bank transfer date (10-08-2023) - bank transfer Id (po_1Nz7sWLQtmEY0A00auEsyQVb)
  • The bank transfer date is formatted MM-DD-YYYY
  • If there is no bank transfer, this will be blank
• Name, also considered the Customer, will always equal “LeagueApps”
  • In the above example, the name for both lines is “LeagueApps”
• Site Id is the LeagueApps site Id where this transaction was created
  • In the above example, the site Id is 42061
• Site Name is the LeagueApps site name where this transaction was created
  • In the above example, the site name is “Seattle Sea Lions Demo”
• Org Account Id is the LeagueApps organization account Id where this transaction was created
  • In the above example, the org account Id is 17808
• Org Account Name is the organization account name where this transaction was created
  • In the above example, the org account name is “LeagueApps Demo Environment”

Exporting, Bookmarks, Sending & Scheduling

The chart can be exported or filtered by hovering over the top right corner of the chart and selecting your desired options.

If you added any filters to customize this report to your needs, you can save that filtered report as a bookmark so that you are able to access it in the future. You can bookmark the report by clicking the bookmark dropdown in the bottom right of the report and selecting Save as new bookmark.

You can also save one of your Bookmarks as the default, so that bookmarked filtered report that will open when you navigate to that specific Analytics report.

Any report or dashboard from LeagueApps Analytics can be exported by selecting the three horizontal lines in the bottom left corner of the screen, and then selecting Schedule export or Send now. You can choose to schedule exports at specific days and times, and with specific conditions (e.g. only if new data has occurred),

You can then choose email addresses—whether they’re part of your organization or not—to send it to, and the cadence you would like the export to occur at. Depending on the report or dashboard, you can export the data as CSV, Excel, or PDF. 

Click here to learn about the other reports available in LeagueApps Analytics.