General ledger accounts, or GL accounts, are used in Nimble AMS to link back to your general ledger. After you set up GL accounts in Nimble AMS, and use them on products, bank accounts, and other financially-related records, the transactions generated by Nimble AMS are automatically tagged with the GL accounts. The transactions can then be exported from Nimble AMS and imported into your general ledger with the correct GL accounts. All GL accounts set up in Nimble AMS must be tied to an entity.
Creating GL Accounts
Staff can create one or more GL accounts for your association. Before creating a GL account, you must create an entity. After an entity is created, you can proceed with creating your GL account(s). The GL account name can be as generic or specific as you would like. Learn more about Entities.
Objects Using GL Accounts
Using bank accounts, you can track cash, checks, and other types of payments. When setting up bank accounts in Nimble AMS, at least one bank account should be created for each entity. The bank accounts you create are used to set up payment methods and credit card issuers for your entities.
In Nimble AMS, staff need to setup a deferred revenue method and attach it to a productin order to record revenue in a deferred GL account until the recognition date occurs. A deferred revenue method can be configured for membership, registration, or subscription revenue.
Using entity crossovers, you can manage multiple financial entities within your single instance of Nimble AMS. When you set up entity crossovers, products from multiple entities can be processed in a single order, and when a payment is applied to the order, any necessary inter-entity transactions are automatically generated based on the entity crossovers. The entity crossovers specify the due-to and due-from general ledger (GL) accounts for the entities.
By creating entity order items, you set the order item types that each entity has available to sell. The entity order items you create are listed in the Staff View order process "Let's Get Started" dialog box.
In Nimble AMS, you use productsto represent the goods or services your association offers to your constituents. Your products are set up using product types which define what attributes the products have. For example, an event session product has a start and end date, but a merchandise product does not. Your products are purchased by your constituent using orders.
Administrators can create a sales tax option for an entity which is used in the order process. Sales tax ensures that your association is collecting the proper tax amount for product sales. Administrators can also update sales taxes to account for changes in tax rates for applicable states or country.
Any place in Nimble AMS where there is an accounting impact, you will find transaction records. The transactions can result from the manual actions entered by staff in Staff View or by constituents in Community Hub—such as submitting an order, or through automated and scheduled processes—such as the recognition of membership deferred revenue. In every case, the creation of the transactions is done automatically by Nimble AMS; staff and constituents do not create them directly. To further safeguard your financial audit trail, transactions cannot be edited or deleted by staff or constituent actions. Common actions such as cancelling or modifying orders create the necessary reversing transactions automatically.
The transaction records hold the accounting details, such as the
Date, and more, and they are the source of the exports to your general ledger (GL) system.