Ledgers

Once ledgers are enabled, they are located in your Bank & Payments settings under the “Ledger” tab. In this tab, you can create, edit, and view your ledgers (by default, you will already have one ledger created named “Default”).

Once you create a ledger, you can select a bank account, which indicates which account will receive payouts when the ledger is assigned. You can then assign the ledger to an item or a specific availability. This ensures that all payouts related to that item or availability will be paid out to the bank account associated with the ledger.

You can also set permissions for ledgers. This ensures that only users who have ledger permissions will be able to create, edit, or view ledgers.

Permissions for ledgers are organized into two categories: viewing ledgers and managing ledgers. The permission to view ledgers allows users to see ledgers associated with items or availabilities. The permission to manage ledgers allows users to change, edit, add, or remove ledgers.

To edit the view permissions for ledgers:

1. Navigate to Settings > Users & Permissions.
2. Click the Permission Groups tab.
3. Navigate to the desired permission group and select Edit>>.

4. Select Reporting and make the desired selections for Payouts & Refunds under the Reports section, which will allow this permission group to view ledger assignments.

   

5. Click Save changes.

To edit ledger management permissions:

1. Navigate to Settings > Users & Permissions.
2. Click the Permission Groups tab.
3. Navigate to the desired permission group and select Edit».

4. Click Setup and select the Manage bank accounts, payment setup, and transfers and “Transfer money from bank account to refund reserve** checkboxes, which will allow this permission group to manage ledger assignments.

   

5. Click Save changes.

1. Navigate to Settings > Bank & Payments.
2. Click the Ledgers tab on the far right. Note: You will automatically have a Default ledger. If you prefer, you can simply edit this ledger instead of creating a new one. To do this, select Edit», rename the ledger, and select Save, then continue to the third step of Assigning a bank account to a ledger.
3. Click + New ledger.
4. Fill out the name for your ledger and click Create ledger.

Once created, you will be taken to the editing page for your new ledger, where you will be able to assign a bank account.

Assigning a bank account to a ledger

Before assigning a bank account, make sure that your desired bank account is already created and verified (without a verified bank account, you will not be able to receive payouts).

To set up a bank account, follow the steps here.

1. Navigate to Settings > Bank & Payments.
2. Click the Ledgers tab on the far right.
3. Locate the ledger to associate with your bank account and select Edit».
4. Select your desired bank account from the dropdown.
5. Click Save changes.

Assigning a ledger to an item

1. Navigate to Items at the top of the page.
2. Select the desired item.
3. Select Info & Policies from the sidebar.
4. Select the Advanced tab on the far right.
5. Select the desired ledger under the Ledger field that you want to assign to the item.
6. Click Save.

Assigning a ledger to an availability

1. Navigate to the Bookings section of your Dashboard.
2. Locate the availability you would like to associate with your ledger and select Actions & Settings.
3. Select Change Ledger for this availability under the number of bookings.
4. Select the desired ledger you want to associate with the availability.
5. Click Save.

1. Navigate to Settings > Bank & Payments.
2. Click the Ledgers tab on the far right, where you can view all the ledgers you have created.
3. To edit or delete a ledger, locate the ledger in the list and click Edit.
4. From here you can:
   • Edit your desired settings and select Save.
   • Select Delete and confirm your choice in the popup window.

Your ledgers exist in a hierarchy structure. Your primary ledger will be the default ledger used for all your items and availabilities.

To set your primary ledger:

1. Navigate to Settings > Bank & Payments.
2. Click the Ledgers tab on the far right.

3. Locate the desired ledger and drag it to the top of the list.

   When creating items and availabilities, your primary ledger will be automatically assigned unless you change it. You can set ledgers on the item-level and the availability-level.

   If you remove all ledgers from an item or availability, the Dashboard will use your primary ledger, which uses your primary bank account by default (you can manually edit this).

Can I associate a ledger with more than one bank account?

A ledger can only be associated with a single bank account. However, a bank account can be assigned to multiple ledgers.

What if I don’t have a ledger assigned to an item?

If you don’t assign a ledger to an item, the ledger field will be blank and the item is automatically associated with the primary ledger (your primary ledger is the ledger at the top of the ledger list).

What if I don’t have a ledger assigned to an availability?

If you do not have a ledger assigned to an availability, the ledger field will be blank and the availability is automatically associated with the primary ledger (your primary ledger is the ledger at the top of the ledger list).

If you created the availability after setting a ledger on the item level, then the availability will inherit that ledger.

If you created the availability before assigning a ledger at the item-level, or if you manually remove a ledger from an availability, the availability will be automatically associated with the primary ledger (the ledger at the top of your ledger list).

What if I don’t assign a bank account to a ledger?

If you don’t assign a bank account to a ledger and that ledger is assigned on an item or availability level, then the payouts will be sent to your primary bank account. Read more about bank accounts here

What if I delete my last ledger by accident?

If you accidentally delete all your ledgers, please contact FareHarbor Support.

Can I use the same name for two different ledgers?

Though two ledgers can have the same name, we strongly discourage naming two ledgers the same since it can cause confusion when generating reports.

Is there a way to bulk update ledger associations?

Currently, there is no way to bulk update ledger associations.

What is the “primary” ledger?

The primary ledger is the ledger at the top of the list of ledgers. If an item or availability doesn’t have a ledger associated with it, the payouts will automatically go to the bank account associated with your primary ledger.

Can I run reports with ledgers?

Yes, you can run reports with ledgers by using the “Ledger” and “Effective Ledger” fields while running reports. The Ledger field represents the ledger used when the booking was created while the Effective Ledger field represents the ledger in which the service was performed.

For example, you run a boat touring company and your client books online for a tour that runs on Boat A, which is associated with Ledger A. However, on the day of the activity, Boat B, which uses Ledger B, is used to run the tour. In your reporting, the Ledger field will show Ledger A and your Effective Ledger will be Ledger B.