Based on the sync type you’ve selected, you must do two things:

  • Configure how you want to present data from Zenoti.
  • Map the data in Zenoti to the respective chart of accounts in POSAccounting mapping.

To configure by journal entries

  1. If you are not on the integration page, based on where you want to set up the integration, navigate to Admin > Organization menu > Organizations > Integrations tab or Admin > Organization menu > Centers > Integrations tab.
  2. Select Accounting.
  3. Expand the Configuration tab and navigate to the Invoice section.

a. Customer: The name of the guest. This is not required for journal entries.
b. Line Item: In this section, you can configure how you want to post items to your accounting platform.

Item: Zenoti posts each item with Price. This option is selected by default.

You can Group each item as follows:

Product

Code

Select this option to map each product in Zenoti to the respective chart of accounts in the accounting platform.

Important: You must map each product code to the corresponding chart of accounts in the POSAccounting Mapping form.

Subcategory

Select this option to map each product subcategory in Zenoti to the respective chart of accounts in the accounting platform.

Important: You must map each product subcategory code to the corresponding chart of accounts in the POSAccounting Mapping form.

Category

Select this option to map each product category in Zenoti to the respective chart of accounts in the accounting platform.

Important: You must map each product category code to the corresponding chart of accounts in the POSAccounting Mapping form.

All

Select this option to map all products to a single item Product, which you can use to map to the corresponding chart of account in the accounting platform.

Service

Code

Select this option to map each service in Zenoti to the respective chart of accounts in the accounting platform.

Important: You must map each service code to the corresponding chart of accounts in the POSAccounting Mapping form.

Subcategory

Select this option to map each service subcategory in Zenoti to the respective chart of accounts in the accounting platform.

Important: You must map each service subcategory code to the corresponding chart of accounts in the POSAccounting Mapping form.

Category

Select this option to map each service category in Zenoti to the respective chart of accounts in the accounting platform.

Important: You must map each service category code to the corresponding chart of accounts in the POSAccounting Mapping form.

All

Select this option to map all services to a single item Service, which you can use to map to the corresponding chart of account in the accounting platform.

Membership

Code

Select this option to map each membership in Zenoti to the respective chart of accounts in the accounting platform.

Important: You must map each membership code to the corresponding chart of accounts in the POSAccounting Mapping form.

Category

Select this option to map each membership category in Zenoti to the respective chart of accounts in the accounting platform.

Important: Before you select this option, you must ensure the following:
- The Membership Category is Mandatory setting is enabled at the organization level ( Admin > Organization > Organizations > Settings > Membership).

- Each membership has a category assigned in Zenoti.
- Map each membership category code to the corresponding chart of accounts in the POSAccounting Mapping form.

All

Select this option to map all memberships to a single item Membership, which you can use to map to the corresponding chart of account in the accounting platform.

Package

Code

Select this option to map each package in Zenoti to the respective chart of accounts in the accounting platform.

Important: You must map each package code to the corresponding chart of accounts in the POSAccounting Mapping form.

Category

Select this option to map each package category in Zenoti to the respective chart of accounts in the accounting platform.

Important: Before you select this option, you must ensure the following:
- The Package Category is Mandatory setting is enabled at the organization level ( Admin > Organization > Organizations > Settings > Package).

- Each package has a category assigned in Zenoti.
- Map each package category code to the corresponding chart of accounts in the POSAccounting Mapping form.

All

Select this option to map all packages to a single item Package, which you can use to map to the corresponding chart of account in the accounting platform.

Gift Cards

Zenoti maps all the gift cards to a single item GiftCard, which you can use to map to the corresponding chart of account in the accounting platform.

Prepaid Cards

Zenoti maps all the gift cards to a single item PrepaidCard, which you can use to map to the corresponding chart of account in the accounting platform.

Class

Note: You will see this section only if Classes/Fitness is enabled for your business.

Code

Select this option to map each class in Zenoti to the respective chart of accounts in the accounting platform.

Important: You must map each class code to the corresponding chart of accounts in the POSAccounting Mapping form.

Subcategory

Select this option to map each class subcategory in Zenoti to the respective chart of accounts in the accounting platform.

Important: You must map each class subcategory code to the corresponding chart of accounts in the POSAccounting Mapping form.

Category

Select this option to map each class category in Zenoti to the respective chart of accounts in the accounting platform.

Important: You must map each class category code to the corresponding chart of accounts in the POSAccounting Mapping form.

All

Select this option to map all classes to a single item Class, which you can use to map to the corresponding chart of account in the accounting platform.


Discount

Parent Item: Select this option to map each discount type in Zenoti to the respective chart of accounts in the accounting platform.

In Zenoti, a discount can be one of the following types:

  • Campaign-based discounts - Map each campaign code to the corresponding chart of accounts in the accounting platform.
  • Membership discounts - These discounts get posted against the membership chart of account that you’ve configured in the Line Item section for memberships.
  • Package discounts - These discounts get posted against the package chart of account that you’ve configured in the Line Item section for packages.
  • Manual discounts - Map all manual discounts to the corresponding chart of accounts in the accounting platform.
  • Price adjustments - Map all price adjusted amounts to the corresponding chart of accounts in the accounting platform.
    Important: You must map each discount type to the corresponding chart of accounts in the POSAccounting Mapping form.
    For example, if there’s a campaign-based discount in Zenoti Thanksgiving Offer 10% with campaign code as TH10OFF, use TH10OFF in the accounting platform to map the discount to the corresponding chart of account.
  • All: Select this option to map all discount types to a single chart of accounts in the accounting platform.

Redemption

You can post the value of a redemption in any one of the following ways:

  • Based on the benefit actual price
    If a liability (package or membership) was sold at $100 (with one benefit of $150), the redemption value that gets posted is $150.

    To configure this for packages
    - Do not select the Package Redemption checkbox.

- Enter the default item name for the package redemption.

- Use the default name in the accounting platform to map to the corresponding chart of accounts.

To configure this for memberships (with service benefits)

- Do not select the Membership Service Redemption checkbox.

- Enter the default item name for the membership redemption.

- Use the default name in the accounting platform to map to the corresponding chart of accounts.

  • Based on the liability price
    If a liability (package or membership) was sold at $100 (with one benefit of $150), the redemption value that gets posted is $100 and the redemption discount that gets posted is $50.

    To configure this for packages
    - Select the Package Redemption checkbox.

- Enter the default item name for the package redemption discount.

- Use the default name in the accounting platform to map to the corresponding chart of accounts.
- Configure the package redemption as a payment in the Payment Mapping tab.

To configure this for memberships (with service benefits)

- Select the Membership Service Redemption checkbox.

- Enter the default item name for the membership redemption.

- Use the default name in the accounting platform to map to the corresponding chart of accounts.

- Configure the membership service redemption as a payment in the Payment Mapping tab.

Payment

To configure payments, ensure that each payment type in Zenoti has a corresponding chart of accounts in the accounting platform.

  • Amount: The payment transaction amount. This option is selected by default.
  • Deposit to Account: The chart of account to which the payment is mapped in the accounting platform. This option is selected by default.
  • Date: By default the payments are posted based on the closed date. However, to post payments based on the payment date, select the Date checkbox.
    Note: If you’ve selected QuickBooks Desktop as the accounting platform, you will not see the Date checkbox.

Tax

You can post taxes in four different ways:

  • Item-level: Not supported for journal entries - you must select either the Separate Item option of the Invoice Level option.
  • Tax as a separate item (as tax component): The tax amount is posted by the individual tax components (by names).
    Important: Ensure that each tax group in Zenoti is mapped to the corresponding chart of accounts in the POSAccounting Mapping form.
  • Tax as a separate item (as tax group): The total tax amount is posted by the tax group name.
    Important: Ensure that each tax group in Zenoti is mapped to the corresponding chart of accounts in the POSAccounting Mapping form.
  • Invoice Level: The total tax amount for an invoice is posted in the accounting platform.
    Important: Ensure that each tax group in Zenoti is mapped to the corresponding chart of accounts in the POSAccounting Mapping form.

Irrespective of whether you post taxes based on item-level, as a separate item, or based on invoice level, you must enter the default tax group name in the Enter Default Tax box.

4. Navigate to the Sync section under the Configuration tab.

  • Start Date: Select the date from when you want to start posting your data to the accounting platform.
  • Delay: Specify the gap between each data posting.

Important: After you’ve set these two fields, reach out to Zenoti Support to enable auto-sync.

5. Click Save.

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