Filter invoices by GL account
On Invoices, select an organization with GL accounts enabled, then open More filters. Use Debit GL account and Credit GL account to find invoices with matching accounts on their lines or item discounts.
Several accounts in one filter match any of those accounts. If both debit and credit filters are set, an invoice must match both filters. Removing the organization selection clears and hides these GL filters. Invoice exports and filtered GL updates follow the resulting invoice scope.
Choose selected or filtered invoices carefully
The bulk menu offers Update GL accounts of selected and Update GL accounts of filtered. Review the invoice count and dialog title before continuing: selected applies to the invoices you checked, while filtered applies to the matching filtered results.
Multiple GL accounts means the matching records do not all use the same account. It does not mean no account is set. Queue update remains disabled until you make an explicit change.
GL updates can also update the related transaction GL lines. Review the chosen accounts and affected scope before queueing a change, and compare any previously exported accounting records before reimporting a period.
Review the results after a bulk GL update. Some records can succeed while others fail. Check the failed records and their messages before retrying; do not assume the entire selection failed.
GL accounts on scheduled payments
When adding or editing scheduled payments, choose Program default to use the account named beside that option. To override it, choose Set custom debit GL account or Set custom credit GL account, then select the account from the picker that appears. Review debit and credit choices separately. GL accounts are displayed as code · name. If a required picker is empty, select an account before saving. These controls depend on your organization's GL setup and your permissions.
If GL pickers are unavailable
An organization with GL accounts enabled also needs its product default GL accounts configured. Follow the setup explanation shown in TUIO or contact support if the defaults are missing.
Overview
GL account mapping supplies account codes for TUIO exports. Configure the export and importer to use those codes, then review the resulting entries in your accounting software before posting.
GL account setup and custom accounting exports are separate features. Having access to GL accounts does not by itself mean that a custom accounting export is configured. If GL controls or defaults are missing, contact support@tuiopay.com so we can review your organization’s setup.
Step 1 – Access Your GL Account Settings
- Log into your TUIO Admin account.
- Click Settings in the left-hand menu.
- Click the GL Accounts tab at the top of the Settings page.
- Click the GL Accounts button on the right to open your mapping list.
💡 If you don’t see the GL Accounts tab or button:
Contact support@tuiopay.com , we can confirm whether the feature is active for your account.
Step 2 – Create or Edit Your GL Accounts
On the next screen, click Create to add your GL accounts.
Enter your GL account codes exactly as they appear in your accounting software (QuickBooks, Xero, or other):
- Match letter case (uppercase/lowercase)
- Avoid extra spaces or punctuation
- Click Save
⚠️ Important:
The codes you enter here must match your accounting system exactly.
Even small differences (extra space, case mismatch, etc.) can prevent accounts from mapping correctly during export or integration.
Step 3 – Choose Which GL Accounts to Add
When setting up your GL accounts, focus on the key categories relevant to your TUIO transactions.
🏦 Bank Account
Add the GL account for the bank account receiving processor payouts. Check that the export and importer map deposits to this account.
If you manage multiple bank accounts (for example, separate accounts for tuition and auxiliary programs), create a GL account for each and coordinate with support@tuiopay.com so your exports or integrations are configured accordingly.
💰 Revenue and Fee Tracking
You can map your revenue to a single income GL account (for example, Tuition and Fees) or separate it by program if you prefer more detail.
Choose revenue and fee accounts with your bookkeeper. A net processor payout does not determine how revenue and processing expenses should be presented in your accounts.
If your school passes transaction fees on to parents, your TUIO data already includes those fees as part of the collected amount.
Review fees charged to parents separately from fees charged to the school. Confirm how each is mapped, and check for entries already recorded elsewhere before importing.
Use a Payment Processing Fees expense account where appropriate to your accounting setup. Deducting a fee from a payout does not, by itself, remove the need to account for that expense.
⏳ Deferred Revenue Accounts
If your accounting method requires advance receipts to be deferred, add the relevant account and review the mapping with your bookkeeper. Revenue recognition or amortization is managed in your accounting records; adding a GL code in TUIO does not schedule it.
💸 Sales Tax Accounts
Add the tax accounts your bookkeeper requires for taxes collected, payable or recoverable. Recovery of tax on processing fees depends on your organization’s eligibility and jurisdiction. Do not assume the exported tax amount can automatically be reclaimed.
TUIO tracks invoice balances and payments. Your bookkeeper should determine how these reconcile with Accounts Receivable in your accounting software. Overdue invoices alone do not represent every outstanding receivable.
Step 4 – Review and Update Over Time
Review program defaults, existing invoice GL codes and the configured export mapping. Check a sample of the resulting entries before importing.
🔍 Review Program-Level Defaults
After the TUIO team has helped you map your GL accounts, review each of your existing programs to confirm that the default accounts are appropriate.
Some programs may need to use a different GL account than the global defaults.
⚠️ Important:
Updating program defaults only affects invoices created after the change.
Existing invoices will keep the GL codes they had at the time of creation.
🧾 Update Existing Invoices (If Applicable)
Review GL codes on existing invoices that need correction. Coordinate changes affecting previously imported or closed periods with your bookkeeper before updating or reimporting, so the accounting records remain consistent.
🎛 Use Filters to Make Bulk Updates
When updating invoices that share the same GL account, use filters strategically to isolate the right set:
- Filter by Program, Invoice Type (Upfront/Deposit, Scheduled, or Registration), or a combination of both , depending on how your GLs are organized.
- There’s no single approach: the goal is to group invoices that are meant to share the same GL account.
- Always set Issued invoices = All to include both existing and future-scheduled invoices in your update.
After filtering the correct set, you can update them in bulk directly in TUIO or contact support@tuiopay.com for assistance reviewing and applying the updates safely.
🔄 Maintain Your Setup Over Time
As your setup evolves, you can:
- Add new GLs when introducing new programs or account structures
- Periodically review mappings to confirm accuracy
- Override defaults at the program or invoice level when exceptions apply
🧭 Reminder:
GL codes are copied into invoices at the time of creation, so changes made here automatically apply only to future invoices.
Step 5 (Optional) – Automate Accounting with GL Mapping
Use GL mapping with a configured accounting export and importer. Review the accounts for:
- Revenue or receivables, as appropriate to your accounting method.
- Processing fees and refunds.
- Deferred revenue and tax accounts where applicable.
📧 Contact us:
If you’d like help setting up this automation or confirming your GL structure, contact support@tuiopay.com and our team will assist you.
Need Help?
For GL setup or update assistance, contact support@tuiopay.com.
Our team will walk you through the setup or review your configuration.
Use a unique code for each active GL account
Each active GL account in an organization must have a different code. TUIO checks for duplicates when you create, edit or restore an account, ignoring letter case and spaces at the start or end. If an error appears under Code, review the existing accounts before saving.
In bulk Edit payments or Edit invoices, enable the GL accounts checkbox before changing the upfront or deposit GL account pickers.
An invoice's Audits tab includes changes to its discount GL accounts. If an older change is missing, contact support to investigate the history.