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Aptify GL Code Configuration

VIDEO TRANSCRIPT | Recorded: 2025-12-19 | Verify against current system state

Abstract

This session covers GL code configuration in Aptify at three levels: organization, product, and payment type. Jeff explains how AANP has set up GL codes for both the main organization and the PAC (Political Action Committee), the use of deferred income for subscription/membership products, and key differences between Aptify and Salesforce GL handling. The session also covers the manual process for pushing summarized GL data to Sage Intacct and how RightRev serves as the sub-ledger in the new Salesforce environment.

Key Procedures

  • GL codes configured at three levels: Organization, Product, and Payment Type
  • Two organizations exist: AANP (main) and AANP-PAC (political action committee)
  • Each product has both a Sales GL account and a Deferred Income GL account
  • Deferred Income GL only applies to subscriptions/memberships with payment over time
  • Product categories CAN have GL codes, but AANP sets them directly on products
  • GL accounts stored at higher level, then attached to products (not duplicated)
  • PAC cash and PAC check payment types have different GL codes than regular payments
  • Most PAC credit card contributions run through AANP, then transferred outside Aptify
  • Conference exception: Cash/check PAC donations go directly to PAC bank account
  • Finance team should always verify GL code setup - changes occur frequently
  • Always have finance team review when setting up new GL accounts

Notable Statements

  • 0:00:30 "Note that we are moving away from Aptify. So it's really just important to understand the basics of how AANP has utilized this and how this will be incorporated into Salesforce."
  • 0:01:11 "Each product has a GL account and a deferred income GL account... The deferred income GL account is only for products that are subscriptions or memberships that have payment over time."
  • 0:02:07 "For the IT team, I'm going to be honest, I did not understand GL codes very much throughout this process. This was new to me up until about two years ago."
  • 0:03:48 "You're not creating a new instance of the same GL account to multiple products. You're not creating new instances of the GL account."
  • 0:05:17 "Every time we do, the finance team finds a new change that needs to occur for GLs. So as you're setting these up in Salesforce, please have them verify that they're set up correctly."
  • 0:06:05 "In Salesforce, there's no idea of GL accounts at all, period. So we added some GL account fields to the product."
  • 0:08:23 "If you change a product's GL account in Aptify, it only affects future orders. That's because once a GL account is applied to a product on an order, that GL account code is copied to the order itself."
  • 0:08:42 "If you do this in Salesforce, it will affect previous orders the way it's set up... reporting on previous historical orders is going to show the new GL code."
  • 0:09:56 "In Salesforce and in Aptify, the GL entry to Sage Intacct is all manual. We summarize the information by GL code."
  • 0:11:48 "RightRev is our new sub-ledger. Salesforce didn't have a sub-ledger built in, so we had to buy a separate product to handle that."

Systems & Configurations

Systems Mentioned

  • Aptify (legacy AMS)
  • Salesforce (new AMS)
  • RightRev (sub-ledger for revenue recognition)
  • Sage Intacct (general ledger)
  • Chargent (payment processing in Salesforce)
  • Braintree (payment processor)
  • BluePay (legacy payment processor)

Specific Configurations

Item Value/Setting Timestamp Notes
Organizations AANP, AANP-PAC 0:00:53 Two separate organizations with different GL codes
GL hierarchy Organization → Product Category → Product 0:02:38 AANP uses product level primarily
Product GL fields Sales GL, Deferred Income GL 0:01:27 Both fields on each product
PAC payment types PAC Cash, PAC Check 0:04:52 Direct deposit to PAC bank account
Sage integration Manual GL entry 0:09:56 Summarized by GL code, not individual orders

Credentials/Access Mentioned

  • Finance team has primary knowledge of GL code setup
  • IT team manages technical configuration
  • RightRev credentials in 1Password

Errors & Troubleshooting

  • Issue: GL code changes in Salesforce affect historical orders
  • Cause: Salesforce stores GL code as lookup to product, not copied to order at time of purchase
  • Resolution: Be aware that changing GL codes retroactively changes all historical reporting; may need to coordinate with finance before changes

  • Timestamp: 0:08:42

  • Issue: Finance team discovers GL code errors after setup

  • Cause: GL code requirements change or initial setup was incorrect
  • Resolution: Always have finance team verify GL setup; copy from similar existing product when possible

  • Timestamp: 0:05:17

  • Issue: Salesforce has no native GL account concept

  • Cause: Salesforce is not designed as an accounting system
  • Resolution: GL account fields added to product object; consider creating separate GL account object to prevent typos
  • Timestamp: 0:06:05

Transcript Gaps & Quality Notes

  • Recording from live Teams meeting
  • Duration: ~13 minutes
  • Presenter: Jeff Sikes
  • References accompanying documentation on GL code setup
  • Mentions video transcript from early 2025 for additional reference
  • Audio quality: Good
  • Content heavily references transitional state between Aptify and Salesforce