Article Contents
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:
Hover your cursor over your username on the bottom left and click “Venue Settings”
Click “GL Accounts”
Click “New GL Account”
Enter the GL Account Number and Name into the corresponding fields
Click “Save”
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
After adding a GL account, you can click the “Details” column beside an account to edit it.
Export to Spreadsheet (Optional)
After adding your GL accounts, if you'd like to export the data to a spreadsheet, click the Excel icon.
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's 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:
From the “Distributors” page on the WISK Web Portal, click the “Details” column beside a distributor
Click the “GL Account” drop-down menu
Select the GL account you want to assign to this distributor
The GL account is now assigned to the distributor
Item Family
To assign a GL account to an Item Family:
From the Families & Categories page on the WISK Web Portal, place your cursor over an Item Family and click “Edit Family”
Click the “GL Account” drop-down menu
Select the GL Account you want to assign to this Item Family
The GL account is now assigned to the Item Family
Individual Item
You can assign GL accounts at the individual item level through either:
The "Edit Item" window or
The grid using the "By Assigned GL Account" view
Edit Item Window
On the “Items” page of the WISK Web Portal, place your cursor over the item and click the pencil icon
Scroll down to the “GL Account” field and click the drop-down menu
Select the GL Account you want to assign to this item
The GL account is now assigned to the item
By Assigned GL Account View
On the "Items" or "Items (By Variation)" tab, click the current reporting view and select "By Assigned GL Account"
Note: This option is only available if accounting integrations are enabled in your account.
All items/item variations are grouped by the GL Account assigned to them. A "GL Account" column also displays
Click the "GL Account" field for an item and select a GL Account from the drop-down menu
The GL Account is applied to the item/item variation and it is added to the grouping for the GL Account
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. This is based on whether you assigned the GL account to a distributor, item family, or the individual item.
Selecting a GL Account
If you haven’t assigned them beforehand, you can select the GL account by clicking the drop-down menu:
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.
Charges & Credits
When adding any Charges or Credits to the invoice, you can select a GL Account:
The charges and credits display underneath the line items on the invoice.
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.
For each GL Account, you’ll see each item and the dollar amount.
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.
Go to "Reports / Analytics" > "Invoices/Depletion/Transfers
Under "View", click the view selector
Click "Add view"
Give the view a relevant name, we suggest "By GL Account" and click "OK"
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.
Click the gear icon beside the active view (By GL Account)
Click the "Grouping" tab
Click the "Group By" button
Select "GL Account" from the drop-down menu
After adding "GL Account", click "Then by" to add another level of grouping. This helps segment the data to make it easier to read.
We recommend adding "Invoice Number"
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
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.
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.
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.
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
Click into the Date Range field and select a time period or enter a custom range
Click the "Predefined filters" drop-down to select a movement type
Note: You'll only see options your venue has at least one of
The table displays the selected data
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.
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.
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.