Link a Form Transaction to a Specific Accounting Account

By default, sales and other revenue generated through Events, Online Shop, Donations, and Membership Campaigns are automatically posted to a dedicated account. However, you can link the sale of any product or service to a specific account of your choice.

This feature lets you distinguish, from an accounting standpoint, the sales tied to one event from those tied to another.

Enable custom account assignment

Go to Settings > Forms and ticketing.

In the "Automation" section, enable "Assign book entries to a specific account".

Enabling this option makes it available in your forms — it's not required. You're free to use it on a case-by-case basis.

Default book entries for your forms

Entries related to Events

By default, sales from Event forms are posted to the account Sales of services (e.g., classes, events) (706000).

Entries related to Product Sales

By default, sales from sales forms / Online Shop are posted to the account Sales of goods (e.g., merchandise) (707000).

Entries related to Donations

By default, transactions processed through the Donations module are posted to the account Donations (754000).

Entries related to Memberships

In the Membership module, it depends on the pricing type:

• For pricing types classified as "Membership plans", sales are posted to the account Member dues (756000)
• For pricing types classified as "Optional services", sales are posted to the account Sales of services (e.g., classes, events) (706000)
• For pricing types classified as "Product sales", sales are posted to the account Sales of goods (e.g., merchandise) (707000)

Link a sale to a specific account

If the default settings don't fit your needs, you can assign a specific account to each pricing option configured in your Membership, Donation, Event, or Sales forms.

1. Open the form's editing page.
2. In step 2, where pricing options are configured, find the option you want, click the gear icon, then "+ More options". If you enabled the setting as described above, the option "Link to a specific account" will appear.
3. Check the option and select the account you want from the dropdown list.
4. Save.

If you can't find the account you're looking for in the dropdown, go to Accounting > Configuration → Chart of accounts to customize the available accounts. Learn more

Repeat this for each pricing option you want to customize.

Don't forget to save your form.

Note: changing the account does not affect whether a Tax Receipt is sent — that depends on whether you've enabled that option for the form.

Result

Once set up, every time a participant selects that pricing option, the transaction will be posted to the account you assigned. This will be reflected in your accounting records.

This setting is not retroactive: transactions recorded before the account assignment was customized will not be updated. However, you can change the account assigned to multiple entries from Settings > Accounting > Entry transfer (at the bottom of the page). Learn more: Transfer book entries.