So I know that you are selling multiple brands, styles, sizes, etc. of golf balls, clubs, clothing, merchandise, etc. Maybe you are also selling food, soft drinks, beer and liquor. You are also most likely selling a variety of green fees and cart rentals, simulator time, Lessons, etc. In fact we have one client that has over 10,000 individual SKU items in their inventory. I won't mention any names (Rick Fiocchi of Wheat Road Golf). And I care about that, I really do. But guess what... your accountant doesn't! It's true. Just ask them. What your accountant wants to know is somewhere along the lines of what did you sell in green fees, carts, food and beverage, merchandise, and services. Give or take a few groupings, your accountant needs the information at a much more condensed level than you or I care about.

To help us all get along, let's look at how we can use the Posting by GL Code Report to condense the information for us that saves everyone lots of time.

First off, you will need the "Chart of Accounts" from your accountant. The Chart of Accounts is the listing of the General Ledger (GL) Codes that your accountant uses for your company. You will need to enter these into your PSK database. Note that you only need those GL codes relevant to your shop.

In POS Express, GoTo Options (F2) and click on the Accounting link on the top left. You need to enter GL Codes in the "Chart of Accounts" and the GL Numbers for Payment Types in "Payment Codes". Samples follow:

The same for Payments:

 
Once these are set up, the next step is to associate the different Sale Categories you have in the shop to the GL Code your accountant wants to see them under. Still in Options, under Reference Tables, open up the Sale Categories. Add or Edit as needed and assign a GL code to each Category like I have here:

 
Note that you will have many of your Sale Categories assigned to the same GL Code. Don't worry, that's a good thing.

Now the easy part. Run the "Transaction By GL Posting Report". Talk to your accountant for frequency and set up as needed. In this example I ran it for one month (test data so use your imagination):

The result is that accounting has to do about 10 general journal entries to record all the activity for a month of sales!

Tip: See Lesson 1 ‘Auto-Email Reports' on our Lessons from the Pro web page to automate emailing the report directly to your accountant.

Enjoy!