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Create Credit/Prepayment GAU

Quick Start

💰 Setting up prepayments or credits? Create a GAU marked as "Credit Account" to generate credit invoices that automatically apply to future charges.

  1. Open GAUs → 2. Create new GAU → 3. Check "Is Credit Account" → 4. Configure GL mappings → 5. Save

What you'll accomplish: Set up a specialized General Accounting Unit that generates credit invoices for prepayments and account credits, enabling automatic application against future member charges in about 8 minutes.

🚀 Quickstart​

  1. Navigate to General Accounting Units in App Launcher
  2. Create new GAU with descriptive name
  3. Check "Is Credit Account" field
  4. Configure GL account mappings for proper accounting
  5. Save and test with credit invoice generation

⚠️ Before You Start​

📋 Prerequisites Checklist
  • You have permission to create and edit GAU records
  • Understanding of credit/prepayment accounting principles
  • Knowledge of GL account mappings for deferred revenue
  • Access to General Accounting Units tab
  • Coordination with finance team on credit policies

💡 Understanding Credit GAUs​

What Credit GAUs Do:

  • Generate credit invoices instead of regular invoices
  • Create account credits that apply to future charges
  • Handle prepayments for future services or membership
  • Manage deferred revenue accounting appropriately

How Credit Application Works:

  1. Credit invoice created from credit GAU allocation
  2. Credit balance added to member account
  3. Automatic application when future invoices are generated
  4. Credits reduce outstanding invoice balances

Common Use Cases:

  • Membership prepayments for future years
  • Tuition prepayments for upcoming semesters
  • Event deposits for future events
  • Overpayment credits from previous transactions
  • Gift certificates or account credits
Credit vs Regular GAUs

Regular GAUs create invoices that members owe. Credit GAUs create credit invoices that reduce what members owe on future invoices.

📘 Detailed Instructions​

Step 1: Access GAU Management​

  1. Open App Launcher and search for General Accounting Units
  2. Select the GAU tab to view existing records
  3. Choose to create new or modify existing GAU

Step 2: Create or Edit GAU Record​

For New Credit GAU:

  1. Click "New" to create new GAU record
  2. Prepare to configure all credit-specific settings

For Existing GAU Conversion:

  1. Select existing GAU to convert to credit account
  2. Verify no existing allocations will be affected

Step 3: Configure Basic GAU Fields​

💳 Credit GAU Configuration Fields
FieldRequiredPurposeExample
Name✅Clear identification of credit purpose"Member Prepayments", "Tuition Credits"
Description❌Additional details about usage"Prepaid membership dues for future years"
Category❌GAU classification"Credit Accounts", "Prepayments"
Fiscal Year❌Optional year restriction"2025-2026" (if year-specific)
Is Credit Account✅CRITICAL: Must be checked✅ Checked

Naming Best Practices:

  • Prefix approach: "Credit - General Fund", "Prepay - Membership"
  • Purpose clarity: "Student Tuition Credits", "Event Prepayments"
  • Year specificity: Include year if credits are year-specific

Complete Required Fields:

  1. Name - Use clear, descriptive name with "Credit" or "Prepay" prefix
  2. Description - Explain purpose and usage guidelines
  3. Category - Choose appropriate classification
  4. Fiscal Year - Set if credits are tied to specific year

Step 4: Configure GL Account Mappings​

📊 GL Account Mapping for Credits

Key GL Accounts for Credit GAUs:

  • Income GL Account - Deferred revenue account for prepayments
  • Cash GL Account - Cash receipts account for payments
  • AR GL Account - Accounts receivable (usually contra-account for credits)

Accounting Treatment:

  • Credit received → Debit Cash, Credit Deferred Revenue
  • Credit applied → Debit Deferred Revenue, Credit Revenue
  • Proper mapping ensures accurate financial reporting

Set GL Mappings:

  1. Income GL Account - Select deferred revenue account
  2. Cash GL Account - Select appropriate cash account
  3. AR GL Account - Select if needed for credit tracking
  4. Verify mappings align with accounting requirements

Step 5: Enable Credit Account Functionality​

Critical Configuration:

  1. Locate the "Is Credit Account" field
  2. Check the box to enable credit functionality
  3. Verify setting is properly applied
Critical Setting

The "Is Credit Account" checkbox is essential. Without it, the GAU will generate regular invoices instead of credit invoices.

Step 6: Save and Verify​

  1. Review all settings for accuracy
  2. Click "Save" to create/update the GAU
  3. Confirm GAU appears in list with credit designation

✅ How to Know It Worked​

Success Indicators:

  • ✅ GAU record saves successfully with "Is Credit Account" checked
  • ✅ GAU appears in lists with appropriate credit designation
  • ✅ Allocations to this GAU generate credit invoices
  • ✅ Credit invoices automatically apply to account balances

Testing the Credit GAU:

  1. Create opportunity with allocation to credit GAU
  2. Generate invoice from the allocation
  3. Verify invoice is marked as credit invoice
  4. Check member account for credit balance
  5. Test automatic application to future invoices

🆘 Troubleshooting​

❌ Regular Invoices Generated Instead of Credits

Problem: GAU creates regular invoices instead of credit invoices

Solutions:

  • ✅ Verify "Is Credit Account" checkbox is checked and saved
  • ✅ Refresh GAU record to ensure setting persisted
  • ✅ Check field permissions - ensure you can edit the field
  • ✅ Test with new allocation to verify functionality
❌ Credit Invoices Not Applying Automatically

Problem: Credit invoices created but not applying to member balances

Solutions:

  • ✅ Check credit application settings in system configuration
  • ✅ Verify invoice status - credits may need approval
  • ✅ Review member account for credit balance visibility
  • ✅ Test manual credit application if automatic fails
❌ GL Account Mapping Issues

Problem: Incorrect accounting entries for credit transactions

Solutions:

  • ✅ Review GL account mappings for appropriate deferred revenue accounts
  • ✅ Consult accounting team on proper GL code assignments
  • ✅ Test transaction flow to verify accounting entries
  • ✅ Update mappings as needed for compliance
❌ Cannot Find "Is Credit Account" Field

Problem: Credit account field not visible on GAU record

Contact System Administrator to verify:

  • ✅ Field is added to GAU page layout
  • ✅ Field-level security allows access for your profile
  • ✅ Page layout assignment is correct for your profile
  • ✅ Field exists in your Salesforce org

💡 Best Practices​

Credit GAU Best Practices
  • 🏷️ Clear Naming - Use "Credit" or "Prepay" prefixes for easy identification
  • 📊 Proper GL Mapping - Ensure deferred revenue accounts are configured
  • 🔍 Regular Audits - Review credit applications and balances monthly
  • 📋 Credit Policies - Establish clear policies for credit usage and expiration
  • 💰 Balance Monitoring - Track credit balances and usage patterns
  • 📞 Member Communication - Inform members about credit applications

Credit Management Strategy:

  • Prepayment encouragement - Offer incentives for advance payments
  • Credit expiration policies - Establish timeframes for credit usage
  • Automatic application - Configure system for seamless credit usage
  • Member visibility - Ensure members can see their credit balances

Accounting Integration:

  • Deferred revenue tracking - Properly account for prepayments
  • Revenue recognition - Follow accounting standards for credit application
  • Financial reporting - Include credit balances in financial statements
  • Audit compliance - Maintain records for external audits

Common Credit GAU Types:

  • General prepayments - Unrestricted advance payments
  • Program-specific credits - Credits for specific services or programs
  • Emergency assistance - Crisis response credit accounts
  • Loyalty program credits - Member reward and retention credits

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