Learn how to create custom financial accounts for mapping in Campspot.
Financial accounts are used in Financial Account Mapping to separate assets, liabilities, revenue, etc. into different categories on your Journal Entry report. Journal Entry reports should be used to do all financial reporting from your business conducted in Campspot. Setting up financial accounts and mapping them correctly is a crucial part of retrieving accurate financial reporting.
In this article we learn how to set up financial accounts; to learn more about Custom Financial Account Mapping [READ] this article or [WATCH] this webinar.
To learn about re-mapping of Campspot default accounts visit HERE.
Campspot System Accounts
There are 11 system accounts that automatically exist in Campspot and all mappable items will automatically be mapped to system accounts when your campground first begins using Campspot. Leaving the account mapping as it is set by default will not allow you to see a breakdown of revenue that is specific to your park. For example, if you'd like to see your Pet Fee revenue separate from your Tent Site revenue, you will need to create custom financial accounts and map the revenue sources to those accounts.
System accounts can be viewed by going to Campground Setup > Accounting > Financial Accounts. This is also the location where new accounts are created.
Below is an image of the existing system accounts that all campgrounds will see. Many parks will use a combination of the existing system accounts and custom created accounts when completing financial account mapping.
Steps to Create Financial Accounts
1. From the main navigation go to Campground Setup > Accounting > Financial Accounts > Add Account
2. In the Add Account modal, enter the required information. The required information to create a new account are Account ID, Account Name, Account Type.
Note: It is recommended that you match this information exactly to what you have it listed as in your accounting software. If you plan to use any of the accounting software specific Journal Entry reports you must make sure this matches exactly. If your accounting software does not have Account IDs you can set those number as whatever you choose in Campspot.
3. Click the Add Account button. Follow these steps again to create each financial account.
Tip: Use the Financial Account Mapping report to see all items within Campspot that can be mapped. This may help you in determining which accounts you'd like to create if you are not just following along with the set up you have in your accounting software.
Editing Financial Accounts
1. Click the checkbox next to the Account ID of the account you wish to edit and then click the Edit button that appears near the top right side of the screen.
2. Make changes in the Edit Account modal that appears and click Save Changes when finished.
Note: You cannot edit the Account Type. If you need to change the Account type you should deactivate the current account and recreate a new one with the correct account type. Two accounts cannot exist with the same Account ID so you should also change the old Account ID before deactivating it.
Your Accounting Software and Campspot
Account names and IDs should match exactly what you have in your separate accounting software. This will make the process of transferring information from Campspot reports to your Accounting software much easier. If your accounting software does not have Account IDs you can set those number as whatever you choose in Campspot.
Note: If you use Quickbooks desktop version account names must match exactly.
Journal Entry reports that are formatted to easily import into specific accounting software are available for the following softwares:
- Quickbooks (IIF for the desktop version of QB)
- Sage Intacct
The image below shows some of the software specific Journal Entry reports that are available.