The accounting journal is for your finance team. It shows what moved on every house account and shared account in a period, grouped by what kind of transaction it was, with the deposit part (real money) and the promotional part kept apart. Most clubs post only the net change in the deposit liability, so the journal gives a daily net figure too.
Only account owners can open it: Reports → Accounting journal.
Why deposits and promotional credit are separate
A deposit is money a golfer paid you and you must honour. A loyalty reward, a referral bonus or a promotional credit isn't, and many places tax them differently. A golfer sees one balance; PocketPass tracks how much of it is each, and promotional credit is always spent first. So if a golfer has $400 of deposits and $100 of rewards, your liability is $400, not $500.
Categories
| Category | What it is |
|---|---|
| POS top-up | A top-up paid at the till |
| Online top-up | A top-up paid in the account portal |
| Statement payment | A statement paid online |
| Autopay | A statement charged to the card on file |
| POS purchase | A sale charged to the account at the till |
| Refund to account | Goods refunded back onto the account |
| Deposit refunded | A top-up refunded at the till, taken back off the balance |
| Prize payout | Prize-account winnings |
| Loyalty reward / Referral reward | Rewards earned (promotional) |
| Automation credit | Credit given by an automation (promotional) |
| Promotional credit | A manual promotional adjustment |
| Manual adjustment | A manual adjustment marked as money received, or a deduction |
| Balance import | A balance changed by a CSV import |
| API | A change made through the PocketPass API |
| Credit expired | Unspent credit that reached its expiry date |
| Transfer between golfers | Money one golfer sent another. Each transfer nets to zero |
Your GL codes
In Settings → House accounts, under Accounting codes, enter the general-ledger code and account name for each category. They're added to every row of the export.
The export
Choose a period and click Export for a CSV or Excel file with one row per day and category:
- transactions, credits, debits and the net;
- the deposit net and promotional net;
- the day's opening and closing deposit and promotional balances.
The Summary sheet ties it out: opening deposit balance + net change = closing deposit balance.
On Lightspeed Retail, top-ups and house-account spending also appear in Lightspeed under the PocketPass House Account payment type. See House accounts in your Lightspeed Retail books for how the two fit together.