How to link a form transaction to a specific accounting account?

By default, sales generated through your Events, Online Shop, Donations, and Membership forms are automatically posted to a dedicated accounting account based on the form type. You can, however, link the sale of a specific pricing option to a different account of your choice (the option is called Link to a specific accounting account in the form). This customization lets you distinguish, from an accounting standpoint, the sales tied to a specific event, for example.

• How do I enable custom account assignment?
• Which accounts are used by default?
• How do I link a sale to a specific accounting account?
• What are the limitations of linking a pricing option to a specific accounting account?

How do I enable custom account assignment?

1. Go to Settings > Forms and ticketing.
2. In the Automation section, enable Assign book entries to a specific account.

Once enabled, the option becomes available on the pricing options of your forms — you are not required to use it.

Which accounts are used by default?

• Events: Service sales.
• Online Shop and product sales: Merchandise sales.
• Donations: Donations.
• Memberships, depending on the pricing type:
  • Membership plan: Member dues.
  • Optional service: Service sales.
  • Product sale: Merchandise sales.

How do I link a sale to a specific accounting account?

1. Go to the edit page of the relevant form.
2. Navigate to step 2 of the form, dedicated to plans and pricing options, then locate the relevant pricing option.
3. Click the gear icon, then More options. The Link to a specific accounting account option appears if it has been enabled in Settings > Forms and ticketing.
4. Check the option, then select the desired accounting account from the dropdown list.
5. Confirm, then save the form. Repeat for each pricing option you want to link.

Every transaction made under this pricing tier is now assigned to the chosen account and appears accordingly in your accounting records.

If the account you need doesn't appear in the dropdown, customize the available accounts from Accounting > Configuration > Chart of accounts. Customize the chart of accounts

What are the limitations of linking a pricing tier to a specific account?

• Changing the account for a pricing tier does not affect tax receipt issuance: if tax receipts are enabled on the form, they continue to apply.
• This setting is not retroactive: transactions made before the change keep their original account. To move them, use the entry transfer feature from Settings > Accounting, at the bottom of the page. Transfer accounting entries