Article Contents

  1. Introduction

  2. Adding GL Accounts

  3. Assigning GL Accounts

  4. GL Accounts on an Invoice

  5. Reporting by GL Account

Introduction

As part of the Accounting Integration package, you can create general ledger (GL) accounts and assign them to items on your invoices.

You can assign GL accounts to invoice items manually, or have them fill automatically based on the settings of the item, the item’s family, or distributor.

The invoices can then be exported to supported accounting software. If your accounting software isn't supported, you can export an .xls of the invoice.

On each invoice, you’ll be able to see a breakdown by GL account. You can also access reporting to see entries for each GL account over a selected time period.

Adding GL Accounts

To add a GL account on the WISK Web Portal:

  1. Hover your cursor over your username on the bottom left and click “Venue Settings”

    The

  2. Click “GL Accounts”

    The GL Account tab is highlighted on the Venue Settings window.
  3. Click “New GL Account”

    The
  4. Enter the GL Account Number and Name into the corresponding fields

    The
  5. Click “Save”

    The account number and name have been entered, and the
  6. The GL Account is created. If your accounting software is integrated (currently only Quickbooks Online) an additional field appears, called "Accounting accounts". Here you'll select the matching account imported from your accounting software to create a link between the two. For more information, please see the specific article for supported integrations

    An arrow points to the
  7. After adding a GL account, you can click the “Details” column beside an account to edit it.

    More GL accounts have been added, and the

Export to Spreadsheet (Optional)

After adding your GL accounts, if you'd like to export the data to a spreadsheet, click the Excel icon.

An arrow points to the button to Export the GL Accounts to a spreadsheet.

Assigning GL Accounts

When adding invoices, you can assign GL accounts to invoice items manually, or you can assign them to higher level categories to have them populate automatically.

You can assign GL accounts at the following levels:

Note: When populating the GL account for an item on an invoice, it will check for GL accounts in this priority order: Item > Family > Distributor.

For example, if you assign a GL account to a distributor, but have also added GL accounts at the family level, it will pull the family’s GL account because it is a higher priority.

How you set this up will depend on your preferences and how your GL accounts are structured.

Distributor

To assign a GL Account to a distributor:

  1. From the “Distributors” page on the WISK Web Portal, click the “Details” column beside a distributor

    An arrow points to the
  2. Click the “GL Account” drop-down menu

    An arrow points to the
  3. Select the GL account you want to assign to this distributor

    An arrow points to select one of the options from the drop-down menu.
  4. The GL account is now assigned to the distributor

    The GL account is now set for this distributor.

Item Family

To assign a GL account to an Item Family:

  1. From the Families & Categories page on the WISK Web Portal, place your cursor over an Item Family and click “Edit Family”

    An arrow points to the
  2. Click the “GL Account” drop-down menu

    An arrow points to the
  3. Select the GL Account you want to assign to this Item Family

    An arrow points to select one of the options from the drop-down menu.
  4. The GL account is now assigned to the Item Family

    The GL account is now set for this item family.

Individual Item

To assign a GL account at the individual item level:

  1. On the “Items” page of the WISK Web Portal, place your cursor over the item and click the pencil icon

    The cursor has been placed over the item and an arrow points to the pencil icon button that appears.
  2. Scroll down to the “GL Account” field and click the drop-down menu

    The
  3. Select the GL Account you want to assign to this item

    An arrow points to select one of the options from the drop-down menu.
  4. The GL account is now assigned to the item

    The GL Account has now been assigned to the item.

GL Accounts on an Invoice

After adding the GL accounts and assigning them, it all comes together when adding invoices.

When adding an invoice, the GL account field for each invoice item populates automatically if you’ve assigned them earlier.

An item is being added to an invoice and the GL account populated automatically based on the Family of the item.

Selecting a GL Account

If you haven’t assigned them beforehand, you can select the GL account by clicking the drop-down menu:

The GL Account drop-down menu has been clicked and it shows all available GL accounts.

Changing a GL Account

If an item has already been added to the invoice, you can click the “GL Account” field to change the account for the item.

An item has already been added to the invoice and the GL account column has been clicked, allowing you to select from the other GL accounts.

Charges & Credits

When adding any Charges or Credits to the invoice, you can select a GL Account:

The GL Account field is highlighted for emphasis when adding a charge to the invoice.

The charges and credits display underneath the line items on the invoice.

The charge appears below the other invoice items and is highlighted for emphasis.

GL Account Breakdown

After adding GL Accounts to each item and charge/credit on the invoice, you can click the ‘GL Accounts” tab to see the invoice items by GL Account.

All items have been added to the invoice and the

For each GL Account, you’ll see each item and the dollar amount.

The items are separated by GL Account.

Reporting by GL Account

When you add invoices and tag line items with GL accounts, you can use our reporting tools to see the breakdown per account over time.

The tool is very flexible and the display can be customized to show the data in a number of ways.

Create Custom "By GL Account" View

To do this, you'll need to create a custom view on our Movement Analytics page.

  1. Go to "Reports / Analytics" > "Invoices/Depletion/Transfers

    The
  2. Under "View", click the view selector

    An arrow points to the view selector

  3. Click "Add view"

    An arrow points to the

  4. Give the view a relevant name, we suggest "By GL Account" and click "OK"

    The View Name has been entered and an arrow points to the

Set Grouping & Customize Columns

With the view created, we now need to group the venue data by GL account, and customize the table layout to show the most relevant information.

  1. Click the gear icon beside the active view (By GL Account)

    An arrow points to the gear icon to customize the table layout.
  2. Click the "Grouping" tab

    The

  3. Click the "Group By" button

    An arrow points to the

  4. Select "GL Account" from the drop-down menu

    An arrow points to
  5. After adding "GL Account", click "Then by" to add another level of grouping. This helps segment the data to make it easier to read.

    An arrow points to the

  6. We recommend adding "Invoice Number"

    An arrow points to
  7. The grouping has been added to the data. At this point you can also change the grouping hierarchy by dragging and dropping the options. This hierarchy determines how the data displays

    Both GL Account and Invoice Number have been added to the table grouping.

    GL Account on Top

    If the GL Account is the top level of grouping, you'll see the totals for each GL account in the defined period. When you expand the GL account, you'll see each invoice and the items on it.

    The entries are grouped by GL Account.

    Invoice Number on Top

    If the Invoice Number is the top level of grouping, you'll see each invoice for the defined period. When you expand the invoice, you'll see each GL account and the items assigned to it.

    The data is grouped by invoice, then it shows the GL Accounts included on it.

    Note: These are just suggestions and the way you choose to configure it depends on what is best for you. If you can't decide, you can create multiple custom views.

  8. You can then customize the rest of your columns and filter data to your preferences. For more information, see:

Set the Period & Movement Type

Before reviewing the data, select a time period, and filter by the following options:

  • Invoices

  • Transfers between areas

  • Returns

  • Depletions

  1. Click into the Date Range field and select a time period or enter a custom range

    The

  2. Click the "Predefined filters" drop-down to select a movement type

    The

    Note: You'll only see options your venue has at least one of

  3. The table displays the selected data

    The data for the selected time and type displays.

Viewing & Exporting the Data

With the data grouped and the time period selected, you can now expand the rows to see the breakdown per GL account, or by invoice.

If you click the "Details" button beside an item, it takes you to the invoice it appears in.

An arrow points to the

To export all of the data as is appears in the table (all visible columns, the data that displays if you used the search, etc), click the "Export" button.

An arrow points to the

Note: This can get raw data for your accountant if your accounting software doesn't integrate with WISK. However, each accounting software behaves differently and may have limitations/restrictions on how it can be imported.

Did this answer your question?