In this product, you will learn how to create and use booking codes in your software to manage bookings for products such as rates, modules, flat fees, or services in a structured and flexible way. This powerful feature simplifies your accounting configuration and ensures precise account allocation.
Overview of the contents:
- What are booking codes?
- Benefits and use cases
- Create a booking code configuration
- Create booking codes
- Assign booking codes in accounting
- Assign booking codes to products
- Hierarchy and order of application
- Export options
Fast lane
- Settings / Finance / Booking codes
- Create new booking code configuration
- Create booking codes and assign categories
- Open accounting configuration and integrate booking codes
- Create booking rules based on booking codes
- Link products with booking codes
- Export under Finance / Tax advisor / Export lists / Booking code assignment
What are booking codes?
Booking codes are unique identifiers that you can assign to products such as rates, modules, flat fees, products, or services. They enable flexible and transparent accounting configurations without the need to recreate the entire setup.
Benefits and use cases
- Flexibility: You can define booking rules either for individual products or across products using booking codes.
- Clarity: Categorization improves structure – e.g. “Rates”, “Modules”, “products”, etc.
- Automation: Once defined, rules are applied automatically, including for ToGo products.
- Quick export: Booking code assignments can be exported and easily handed over to your tax advisor.
Create a booking code configuration
- Go to Settings / Finance / Booking codes.
- Click “Create booking code configuration” in the top right.
- Give your configuration a meaningful name.
- You'll now see an overview – initially without booking codes. The whitelisting status shows whether the configuration is active.
Create booking codes
- Click “Create booking code”.
- Enter name, description, and optionally a color.
- Choose a category:
Rates, Modules, Flat Fees, Services, Articles, Variants, Product Groups, or None - Only codes not yet assigned to booking rules can be deactivated.
Example: A booking code with the category “Rates” can only be assigned to rates.
Assign booking codes in accounting
- Open your accounting configuration and edit it via the 3-dot menu.
- Select the booking code configuration you created.
- Now you can use booking codes in your booking rules:
- Revenue category: Booking code
- Revenue type: e.g. “Membership-Student”
- Account: e.g. 1234 – Membership revenue
Note: If you copy an accounting configuration and select different booking codes, existing rules will need to be recreated.
Assign booking codes to products
You can assign booking codes directly to products:
- Rates: In the advanced settings of the rate.
- Modules, Flat Fees, products, Services: Similarly through their respective settings.
- ToGo Products: You can define different codes for in-house and ToGo sales.
Tip: Booking codes not yet assigned to a rule will be highlighted – helping you stay organized.
Hierarchy and order of application
For product groups, articles, and variants, a booking code can be set on any of the three levels. When more than one level has a booking code, the more specific one always wins — the software moves from the general to the detail.
- Product group: the general booking code, used as the default for every article and variant in the group.
- Article: overrides the booking code on the product group when set.
- Variant: overrides the booking code on the article when set. This is the most specific level.
The software checks the variant first, then the article, then the product group, and applies the first booking code it finds. If no level has a booking code, the booking code logic does not allocate the item to a posting account.
Example: A product group Drinks has the booking code Beverages, an article Smoothie has the booking code Smoothies, and the variant Smoothie 250 ml has no booking code set. When the variant is sold, Smoothies is applied because the variant is empty and the software falls back to the article level.
Note: The Booking code for ToGo sales field follows the same hierarchy as a separate, parallel track. If the ToGo field is empty on all three levels, the regular booking code is used for ToGo sales as well.
Export options
You can export an overview of all products and their assigned booking codes:
- Path: Finance / Tax Advisor / Export Lists / Booking Code Assignment
FAQ: How to Use Booking Codes for New Products
Can I assign a new product to an existing booking code?
Yes, that’s precisely what booking codes are for: They allow you to quickly and consistently assign new products — such as rates, articles, or modules — to an existing booking account. This makes the setup process much more efficient and prevents you from having to manually create each booking rule from scratch.
Why can’t I add a new booking rule to an active configuration?
Once an accounting configuration is active, it can no longer be edited directly. This ensures transparency and consistency in your accounting setup. Any changes — such as adding a new booking rule — must be made in a new configuration.
What should I do if I want to add new products to the accounting configuration?
For example, if you introduce a new shake in your studio and want to assign it to an existing booking logic, proceed as follows:
- Copy the existing accounting configuration
- Add a new booking rule for the product in the copy
- Assign it to the correct booking account using the appropriate booking code
- Activate the new configuration
Tip: When copying, all existing accounts and rules are retained — so you don’t have to start from scratch and can keep all previous mappings intact.