[Donor Management System] Adding, Modifying & Deleting GL Accounts

After learning how CanadaHelps imports your historical GL Accounts, you can easily add new GL Accounts in the DMS yourself.

–> Learn more about Funds vs CH Funds vs GL Accounts vs Campaigns and how to Assign GL Accounts to Funds


Adding a Single GL Account

1. Go to the Administer Tab

2. Under CanadaHelpsContribute, select GL Accounts

3. On the next page, you will see a list of default GL Accounts.

Note: We strongly recommend not removing or modifying these default GL Accounts.

4. Select Add GL Account at the top or bottom of the page

5. Next, you will have to add the following information before adding the new GL Account:

  • Name: The name of the GL Account.
  • Description: An optional internal description of the GL Account.
  • GL Account Type: Since only your Revenue Accounts are added in the DMS at this moment, leave Revenue as the default option.
  • GL Code: e.g. 4200
  • Account Type Code: Please leave this blank. We will be allocating this field to use on future features in the DMS.
  • Tax-Deductible?: Please leave this blank. We will be allocating this field to use on future features in the DMS.
  • Enabled?: If this GL Account is enabled in your DMS.
  • Is Tax?: Please leave this blank. We will be allocating this field to use on future features in the DMS.
  • Default?: Please leave this blank. We will be allocating this field to use on future features in the DMS.

6. When ready, select Save at the bottom to add your new GL Account!


Modifying a Single GL Account

Important: We strongly recommend to not Edit any default GL Account, only the ones you’ve entered yourself.

1. Go to the Administer Tab

2. Under CanadaHelpsContribute, select GL Accounts

3. You can easily hover your mouse over Name, Description and GL Code to edit them.

4. Select Edit next to the GL Account you want to modify

5. Next, you can modify all the options associated with the GL Account:

  • Name: The name of the GL Account.
  • Description: An optional internal description of the GL Account.
  • GL Account Type: Since only your Revenue Accounts are added in the DMS at this moment, leave Revenue as the default option.
  • GL Code: e.g. 4200
  • Account Type Code: Please leave this blank. We will be allocating this field to use on future features in the DMS.
  • Tax-Deductible?: Please leave this blank. We will be allocating this field to use on future features in the DMS.
  • Enabled?: If this GL Account is enabled in your DMS.
  • Is Tax?: Please leave this blank. We will be allocating this field to use on future features in the DMS.
  • Default?: If the GL Account was marked as Default, you won’t be able to uncheck this for now.

6. When ready, select Save to modify the GL Account


Deleting a Single GL Account

Important: We strongly recommend to not Delete or Disable any default GL Account, only the ones you’ve entered yourself.

1. Go to the Administer Tab

2. Under CanadaHelpsContribute, select GL Accounts

3. Select the “3 vertical dots icon” and then Delete (make sure to click on the “Delete” text for the action to be applied)

4. You can also select Disable if you want to keep a history of past GL Accounts.

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