Description

G/L Sub-Accounts allow institutions to further categorize financial transactions under a parent General Ledger account. They provide a structured accounting hierarchy, making it easier to organize different fee categories while maintaining accurate financial records.

For example, a parent account named Admissions can contain sub-accounts such as Tuition, Registration Fee, or Application Fee, allowing related transactions to be grouped together.

Navigation

Settings → Billing & Fees → General Ledger (G/L) Accounts

What are G/L Sub-Accounts?

A G/L Sub-Account is a child account that belongs to an existing parent General Ledger account.

Instead of creating multiple unrelated ledger accounts, sub-accounts help organize similar revenue sources under a common financial category.

Example hierarchy:

This structure provides better organization for financial reporting and fee management.

Creating a G/L Sub-Account

1. Navigate to Settings → Billing & Fees → General Ledger (G/L) Accounts.
2. Click Add New G/L Account.
3. Complete the required fields:
   • Code
   • Name
   • Description (Optional)
4. Enable Is Sub-Account.
5. Select the parent General Ledger account.
6. (Optional) Enable Synchronize this item with QuickBooks if QuickBooks integration is configured.
7. Click Submit.

The new sub-account appears beneath its parent account in the G/L Account list.

Viewing Sub-Accounts

Parent accounts can be expanded or collapsed to display their associated sub-accounts.

This hierarchy allows administrators to quickly understand how financial categories are organized and simplifies account management.

Using Sub-Accounts

Sub-accounts can be assigned to:

• Fee Types
• Subscription Items
• Other billing configurations that support General Ledger mapping

This enables institutions to classify income at a more detailed level while still maintaining the relationship with the parent account.

Benefits of Using Sub-Accounts

Using G/L Sub-Accounts helps institutions:

• Organize related revenue categories.
• Improve financial reporting.
• Simplify fee categorization.
• Maintain a clean accounting hierarchy.
• Support QuickBooks synchronization for detailed financial records.

Best Practices

• Create parent accounts before adding sub-accounts.
• Use sub-accounts only when additional financial categorization is needed.
• Keep naming conventions consistent across all ledger accounts.
• Avoid creating duplicate sub-accounts for the same purpose.
• Review the account hierarchy periodically to keep it organized.

Notes

• A sub-account must always belong to a parent General Ledger account.
• Sub-accounts inherit their place within the financial hierarchy but function as independent ledger accounts.
• QuickBooks synchronization is optional and available when QuickBooks integration is configured.

Expected Outcome

Administrators can create and manage G/L Sub-Accounts to organize financial records into a structured hierarchy, making billing configuration and accounting management more efficient.