Custom accounting codes overview

Custom Accounting Codes help you connect your Cloudbeds financial information with the accounting codes you already use. This makes it easier to match what you see in Cloudbeds with your financial records. Once you set it up, these custom codes will appear in your reports and can be shared with other systems that connect to Cloudbeds.

How to use

Access:

1. Menu
2. Accounting
3. Transactions
   

The "Transactions" section is for the most detailed level, where you can assign codes to each specific type of transaction. The "General Ledger" section allows you to group similar types of transactions under a single code.

The button at the top of the page allows you to easily switch between the "Transactions" and "General Ledger" sections.

Custom Transaction Codes

Custom Transaction Codes are used to identify each kind of transaction in Cloudbeds. You can create a code that is easy for you to understand and that matches the accounts in your other accounting system.

You can add these codes to the following areas:

• Products
• Reservations
• Taxes & Fees
• Payments
• Point of Sale (you will only see this if you have a POS system connected to Cloudbeds)

To start using Custom Transaction Codes, just type the code you want into the Code column for each transaction type. You can use letters, numbers, and symbols. After you save your changes, every new transaction that happens in Cloudbeds will have the Transaction Code you assigned to it. These codes will then be visible in your financial reports and will be included in the data shared with Cloudbeds partners through APIs.

General Ledger Codes

General Ledger Codes allow you to group similar types of transactions under one general code. This can help you get a summary view of your finances. You can assign General Ledger Codes to:

• Products
• Reservations
• Taxes & Fees
• Payments

Once you have set up your General Ledger Codes, you can then assign them to individual transactions on the Transactions page.

Adding a New General Ledger Account:

1. Click the Add Account button.
2. Choose the category this account belongs to (like Products).
3. Enter a name and a code for this General Ledger account. You can use letters, numbers, and symbols.
4. Click Save at the bottom of the screen.
5. The three dots next to an account allow you to archive it (hide it from view).
6. You can also see a list of your archived accounts.
7. You can export a list of all the General Ledger Codes you have set up.

Custom Accounting Codes in Reports

In the Transaction Detail report, you will now see columns for both the Custom Transaction Code and the Custom General Ledger Code. This allows you to view the specific code assigned to each transaction that occurs in the system.