Service Titan Knowledge Base

General Ledger Account settingsLast updated on 11/28/2022

General Ledger (GL) Accounts provide the ability to track financial transactions at a summary ledger level.  You can categorize items in the pricebook and settings. In Settings, you can find default GL Accounts as best practice suggestions. This article helps you understand and use the standard ServiceTitan GL Accounts as well as walk you through bulk editing, creating, and importing other GL Accounts.


Things to know

  • GL Accounts need to be mapped to Pricebook items. For more information, see Edit pricebook items

  • You can’t edit the Type, Sub-Type, or Descriptionof GL Accounts that have the ST Default Association 

  • You can’t deactivate GL Accounts that have the ST Default Association


Add GL Accounts

  1. Go to the navigation bar and click Settings settings.png

  2. In the side panel, click Operations > General Ledger Accounts. The GL Account list opens. 

  3. Click Add GL Account. 

  4. Enter GL Account details:

    • GL Account Number—Unique ID of the GL Account. 

    • GL Account Name—Unique name of the GL Account. 

    • Type, Sub-type—Classification of the GL Account. Example Types, Income, Expense, Equity. Example Sub-types, Income, Fixed Asset, Accounts Receivable.

    • Description—Explanation of what the GL Account is used for.  

      Note: GL Account Name, Type, and Sub-type are required fields.

  5. When you’re done, click Add 


Bulk edit GL Accounts

If you’ve created or imported multiple GL Accounts that don't have all their details filled in, you may need to edit them.

  1. Go to the navigation bar and click Settings settings.png

  2. In the side panel, click Operations > General Ledger Accounts. The GL Account list opens.

     

    Tip: Use the Type, Subtype, Associations, and View dropdown filters to see the GL Accounts you want to edit.

  3. Turn on the Edit Mode toggle.

    Each GL Account’s Account #, Account Name, and Description is now editable.

  4. Click the field you want to edit and make updates as needed.

  5. Click the checkmark to confirm your changes for each GL Account.

    Note: If you turn off the Edit Mode toggle before confirming your changes, those changes will be lost.


Merge GL Accounts

Instead of deactivating a GL Account, you can merge multiple GL Accounts into one from the Settings settings.png page.

WARNING: This action is not reversible. Merging automatically replaces all previous instances of the old GL Account in ServiceTitan.

  1. Go to the navigation bar and click Settings settings.png.

  2. In the side panel, click Operations > General Ledger Accounts. The GL Account list opens.

  3. Select the GL Accounts you want to merge.

  4. Click the Actions dropdown and select Merge Accounts.

    The Merge: General Ledger Accounts screen opens.

  5. Confirm that the correct GL Accounts are listed and click Continue. If there are any GL Accounts listed by mistake, click the minus icon next to their account number. 

  6. Select a primary account and click Continue. This is the account that the others will be merged into.

    Tip: Click New Primary Account to create a brand new primary account.

  7. Review the accounts and select Open Transactions or Specific Date from the Change to Effect dropdown.

    • Open Transactions: Only invoices in a pending/posted batch apply the change.

    • Specific Date: Only invoices from that date onwards apply the change.

  8. Click Merge, enter “Merge” into the confirmation pop-up, and click Merge again to complete the action.


Default GL Accounts

The default GL Accounts reduce the setup required to manage accounting in ServiceTitan. All of these accounts are notated with the ST Default association and have a description of how they’re used. See the table below for a list of the default GL Accounts.

Account #

Account Name

Type

Subtype

Description

1000

Checking Account

Asset

Bank

Will be used as the primary account for all deposits.

1099

Undeposited Funds

Asset

Other Current Asset

Will be used as the offsetting account for all payments and deposits.

1100

Accounts Receivable

Asset

Accounts Receivable

Will be used as the offsetting account for all invoice charges and payments.

1200

Inventory

Asset

Other Current Asset

To be used as the primary Asset account for all materials and equipment in the pricebook, unless specified otherwise.

2000

Accounts Payable

Liability

Accounts Payable

Will be used as the offsetting account for all bills, credits, returns, and bill payments.

2200

Sales Tax Payable

Liability

Current Liability

Will be used as the account for all tax zone charges.

2600

Membership Agreements

Liability

Membership Liability

To be used as the account for all membership items sold, unless specified otherwise. Also, to be used as an account for membership visit items that reduce liability.

3999

Retained Earnings

Equity

Equity

To be used as the account for all historical profits.

4000

Revenue

Income

Income

To be used as the primary income account for all pricebook items, unless specified otherwise.

4250

Membership Revenue

Income

Income

To be used as the account for revenue recognition of membership visit items, unless specified otherwise.

5001

Cost of Goods Sold:Materials

Expense

Cost of Goods Sold

To be used as the primary COGS account for all materials in the pricebook, unless specified otherwise.

5002

Cost of Goods Sold:Equipment

Expense

Cost of Goods Sold

To be used as the primary COGS account for all equipment in the pricebook, unless specified otherwise.

5097

Cost of Goods Sold:Shipping

Expense

Cost of Goods Sold

To be used as the account for mapping under Purchasing Configuration for “Shipping”.

5098

Cost of Goods Sold:Tax

Expense

Cost of Goods Sold

To be used as the account for mapping under Purchasing Configuration for “Tax”.


Want to learn more?

Visit Accounting for more on this topic.



Important note: Some features may not be currently included in your account and additional configuration may be required. Please contact technical support for details.