Overview
The Incorrect GL Setup for Recurring Services report lists recurring service invoice template items that are not tied to the correct general ledger (GL) account type for membership types set up for deferred revenue. The report checks the positive and negative items on recurring service invoice templates and flags any that are mapped to the wrong GL account type. Use it to find and correct these items so deferred revenue posts to the right accounts and your account passes the related TitanAdvisor checkpoint.
Who uses this feature
Administrators, accountants, and office employees
Applies to all business types
Applies to all trades
Feature configuration
Account configuration is required to use this feature. Please contact Technical Support for details.
This report is shared by default with Admin, General Office, and Accounting roles. Reporting permissions still apply: an employee must have access to the report template and report category, plus sharing access, to open the report.
Things to know
This is a built-in report. You don't need to create it from a template. Search for it by name under Reports.
Do not change GL account mappings without consulting your accountant.
How to find this report
Go to the navigation bar and click Reports.
Search for Incorrect GL Setup for Recurring Services, then click the report name.
Set any available filters, then click Run Report.
Note: An item appears on this report when the positive or negative item on a recurring service invoice template is not tied to the expected GL account type (income for the positive item, liability for the negative item). An empty result means no incorrect GL mappings were found.
Tip: This report is most useful when reviewed on a regular schedule so GL-mapping errors are caught early. You can schedule this report by clicking More
next to the report name and then selecting Schedule. For more, see Schedule reports.
Report data fields
The following fields are included automatically in the report:
Customer Name: The name of the customer associated with a record.
Membership Type: The type of membership associated with a customer or service location.
Recurring Service Name: The recurring service type that a recurring service event is created from.
Invoice Template Item Name: The name of the item in your pricebook.
General Ledger Account Name: The general ledger (GL) account the item is mapped to.
General Ledger Account Type: The account type of the general ledger (GL) account that the item is mapped to. Possible types include: income, expense, equity, asset, and liability.
The following fields are not included automatically in the report, but we recommend that you click Edit Report to add them manually as they provide valuable details:
Customer ID: The unique ID of the customer associated with the membership.
Membership ID: The unique ID of the membership.
Location Recurring Service ID: The unique ID of the recurring service at the location.
Task Price: The price of the task associated with the recurring service.
Error(s): The reason the associated recurring service appears on the report.
For more on data fields, see Learn about report data fields in the Reporting Dictionary.
How to fix items on this report
For a correct deferred revenue setup, the negative item on the invoice template should be tied to a liability GL account type and the positive item should be tied to an income GL account type. These two items should be equal in value, with one positive and one negative.
If a recurring service invoice template item appears on this report, change its GL account so the setup matches this pattern:
Go to Settings > Invoicing > Invoice Templates.
Click Edit next to the recurring service invoice template for the flagged item.
Confirm the negative item is tied to a liability GL account type and the positive item is tied to an income GL account type, and that the two items are equal in value (one positive, one negative).
Update the GL account on any item that is mapped incorrectly.
Save your changes.
Updating these settings only applies to future memberships, not memberships on the report. To update memberships on the report, follow the steps below after updating your settings:
Open the recurring service.
Scroll to the Invoice Template section and click Edit.
Confirm the negative item is tied to a liability GL account type and the positive item is tied to an income GL account type, and that the two items are equal in value (one positive, one negative).
Update the GL account on any item that is mapped incorrectly.
Save your changes.