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.
Accounting Classes can also be added to products and subtypes, as well as point of sale locations and events.
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Products can inherit account mapping rules from multiple places. The most general is found under Reporting —> Accounting Defaults. Product Subtypes are more targeted and are the best way to assign specific account mapping to large groups of products - these rules will override the accounting defaults. The most granular account mapping is found at the individual product level - this will override accounting default and subtype rules.
Subtypes are the most efficient way to group and map products, and they ensure that the correct tax and accounting rules get applied to new products. To get started, head to Products —> Subtypes. By default, Clubspot provides the 6 most-used subtypes: Beer, Liquor, Wine, Food, Beverage, and Merchandise. To add a new subtype, hit the +Subtype button in the upper right hand corner. As a general rule of thumb, clubs should set up a subtype for each major income account that has many products.
To change the accounting rules for a subtype, click into the desired subtype and head to the Accounting tab. You will then see the account mapping array. Clicking on any of these accounts will populate a searchable list of your chart of accounts.
<aside> 💡 Individual subtypes may not be needed for income accounts that have very few products assigned (like initiation fees, etc.) or products that can be easily mapped via Accounting Defaults.
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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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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.
