Table of contents
Overview
Accounting Codes are commonly referred to as General Ledger Accounts or General Ledger Account Codes. In Zuora, the use of accounting codes are optional but recommended. The solution below describes how accounting codes can be used for aggregation and reporting, and where the accounting codes are derived and defined in Zuora.
Solution
How Accounting Codes Are Used
An accounting code in Zuora allows you to aggregate Zuora transaction data. For example, you can use an accounting code called "Subscription" for all subscription services in your product catalog and use another accounting code called "Professional Services" for all other services. Regardless of the number of products, rate plans, or charges you may have, it is possible to summarize all your invoices by these two accounting codes. There is no limit to the number of accounting codes you can enter in Zuora. Therefore, alternatively, you can use as many different accounting codes as you would like to summarize your transactions.
Using Z-Reporting, Data Sources, or the Zuora Standard AR Summary Report, you can can create reports and data extracts based off of the accounting code for each transaction type. Such reports or data extracts can be used for creating journal entries or for line item integration into your accounting system.
How Accounting Codes Are Derived and Defined in Zuora
Accounting Codes are not mandatory and your company can choose whether you would like to use Accounting Codes to summarize Zuora transactions.
The following chart explains where to Accounting codes are derived and defined in Zuora:
| Zuora Transaction Type | Where the Accounting Code Is Derived From | Where to Define the Accounting Code in Zuora |
|---|---|---|
| Invoice Item | Rate Plan Charge | Product Catalog Rate Plan Charge > Name > Accounting Code. |
| Tax Item | Tax Code | Product Catalog Rate Plan Charge > Taxation > Tax Code. Settings > Z-Billing Settings > Setup Taxation Codes. |
| Payment | Payment Method | Settings > Z-Payments Settings > Payment Method > Payment Accounting Code. |
| Refund | Payment Method | Settings > Z-Payments Settings > Payment Method > Refund Accounting Code. |
| Credit Balance Adjustment | Z-Payments Settings: Manage Accounting Codes | Settings > Z-Payments Settings > Configure Accounting Codes. |
| Invoice Adjustment | Invoice Adjustment Transaction | When creating an Invoice Adjustment, go to Additional Fields > Accounting Code. |
| Invoice Item Adjustment | Invoice Item: Rate Plan Charge | Product Catalog Rate Plan Charge > Name > Accounting Code. |
Related
- Reporting Methods
- There are mutiple ways to create reports for your subscription business. You can export files and use your own reporting tool on the extracted data, you can use Z-Billing Reports, Zuora's basic reporting tool, or you can use Z-Reporting, a complex, fully-featured reporting tool. Which method you use depends on your needs.
- Exporting Object Data
- From Z-Billing and Z-Payments, you can export certain types of data into a comma-separated value (CSV) file (a CSV file is a file in which the values for different fields or cells are separated by commas; most reporting tools know how to read CSV files). These exported files will contain all data from all fields for each selected aspect of your subscription business. Once you have these files, you can use them in your own reporting tool.
- Z-Billing Reports
- Z-Billing Reports is a basic reporting tool that provides quick metrics on Customers, Subscriptions, Invoices, and Accounts Receivable. To access each of these types of reports, access Z-Billing, click Reports in the left navigation bar, then select the appropriate tab. For each report, you can filter by dates and status. For example, for invoices, you can report on only draft invoices.
- Customers Report
- The Customers report provides a view of a group of your customers or of all of your customers.
- Subscriptions Report
- You can run a report on subscriptions to easily view new products that you have sold. You can also quickly see the dollar amounts and counts of subscriptions sold for a given time period (for example, the total amount in dollars for subscriptions sold in January).
- Invoices Report
- You can quickly see invoices that fall within a date range by running an invoice report. You can also quickly see which invoices are still in draft status versus those that have been posted or canceled.
- Accounts Receivable Report
- Export the accounts receivable data (ARSummary CSV) to see your accounts receivables for a defined period of time. You can use this report when closing your books. The AR summary data shows the start and end dates for a period of time, the currency, accounting codes, invoicing, payments, adjustments and balance.
- Exports Report
- Using the exports found under Z-Billing Reports, you can export a payment CSV, invoice CSV, or invoice PDF file using custom report filters to narrow down the results so that your export only includes the data that meets your criteria.
- How do I configure Zuora accounting codes to classify and group transactions into a GL account in my accounting system?
- How do I create Journal Entries using Zuora data?
- How do I create summarized GL entries in my accounting system for Zuora transactions?
- How do I determine if it's better to bring over summary level data or line item accounting data?
- How do I pull the detail reports that correspond to the AR by Accounting Code report?
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