To ensure that your chart of account accurately reflects the sales taking place in Clubspot you need to perform account mapping. Mapping can take place at several levels, ranging from the most general default level, to the most specific product level.
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We recommend starting with the broadest possible accounting categories. To get started, navigate to Reporting —> Accounting Defaults. Here you will be able to map the most general categories to your chart of accounts. Don’t worry if this level is not specific enough for your chart of accounts, as this is the most general level of mapping, serving as a default for a handful of different revenue categories (eg. Membership Dues, F&B, Regattas, Social Events, and more).
To map an account simply click into the desired account type, and then select the appropriate mapping to your chart of accounts. Transactions of that type will default to that account going forward. Again, you can override this setting with more granular mappings at the product, event, or POS location level (more on this below).
<aside> 💡 A new product that is created will automatically pick up on its default if that product is not later mapped to a different account.
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You chart of accounts in Clubspot is populated with a set of pre-existing, Clubspot standard accounts. Some examples are Sales, Cash, Accounts Receivable etc. These are necessary to track all accounting transactions in our system.
If you’d like to quickly replace a pre-existing CoA default or a previously mapped account, you can do so by navigating to Reporting>Chart of Accounts. Then simply find the account you are looking to replace, then click the “replace” button in the right corner and find the desired account. These accounts are required to track all possible accounting transactions so if you don’t replace them they will just remain as they were.
To view your product to account mapping you can navigate to Products —> Account mapping.
From here you can see all of your products laid out, the account those products are mapped to, and you can update that mapping for multiple products in bulk.
A product can be assigned an account either by inheriting it from the defaults, or by having it set custom for that item. To make updates, check the box of the product or products you would like to map and then click Edit in the top right. This will let you select the account to map to. Assigning a custom account at the product level will always override any default mapping.