Account Codes

Storable Edge has a predefined list of account codes used for all financial transactions. You cannot add additional account codes to the list, but you can edit the codes to match your accounting system's account code description and account code number.

To access your corporate Account Codes settings:

• Click the Corporate button in the upper right of your screen.

• Under the Settings ⛭ section, click on the Software Settings tab and then the Account Codes button.

By default, you have one set of account codes. If you have just one facility, click the Edit button on the default set to edit the account codes. If you have more than one facility, create separate sets, as needed, to organize your account codes by facility groups.

To edit an account code:

• Type the account code in the Code field.

• Type the description of the item in the Description field.

• Click the Save button to save your changes.

A note about editing descriptions and assigning your own account codes...

The first line of the standard account codes table had a description of "cash", the second line "checks", the third "ACH", the 4th "Money Order", etc. You can update the descriptions to whatever you want and also assign your own codes, but every time cash is chosen as a payment method, internal account code 1000 is used and whatever the description is in the description box for internal code 1000 is displayed in your General Ledger reports. Every time a visa card is used as a payment method, internal account code 1020 is used and whatever the description is in the description box for internal code 1020 is displayed in your General Ledger reports.

Accrual Accounting Mapping

When using the Accrual Accounting method and the advanced account code setting, you have access to additional discount expense and bad-debt write-off expense accounts. When you add your custom descriptions and account codes, use this mapping to ensure they align with the revenue accounts.

To ensure accurate reporting and prevent system issues, please follow these guidelines when assigning account codes:

Fees

• Fees are immediately assessed and cannot be prepaid; therefore, fee account codes cannot be used for services, retail items, or miscellaneous charges.

• Use only fee-specific income account codes (e.g., 4050–4056) when configuring actual fees such as late fees, NSF fees, etc.

Retail Items

• Use retail income codes (e.g., 4200–4206) for physical items such as boxes, locks, bubble pouches, and other merchandise.

• Do not assign retail items to fee codes, even if you consider them an “extra charge.”

Miscellaneous Revenue

• Use misc revenue account codes (e.g., 4996–4999) for charges that don’t fall under rent, fees, or retail (e.g., admin fees, setup charges).

• Avoid using fee account codes for misc revenue, even if labeled “fee” (e.g., “invoice fee” should use a service or misc income code, not a 4050 series fee code).

Quickbooks Integration

In order to use the QuickBooks (IIF) file download in Reports > General Ledger or Reports > General Ledger by Day, you must assign your QuickBooks account codes to all of the accounts you use in Edge. For example, if your Rent Revenue account code in QuickBooks is 59001, then you would enter 59001 for the line labeled 4000 | Income | Rental Income | Rental Revenue.

If you use sub-accounts in QuickBooks, you must enter the main account, followed by a colon, followed by the sub-account in the code field. For example, if you have a sub-account for NSF fees (named "NSF Fees") underneath the fees (named "General Fees") main account in QuickBooks, you would enter that as General Fees:NSF Fees in Edge. No spaces are allowed between the main account and the sub-account.

Alphanumeric or numeric account codes are allowed. Check your QuickBooks Chart of Accounts to find the account codes you will enter into Edge.

⚠ By default, all items have an internal code used by the Edge Management Software. For all intents and purposes, you should ignore the internal code.