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Accounting configuration for booking rules and accounts that offers activation for multiple studios

  • Updated

In this article you will learn how to centrally manage accounting accounts and booking rules as an accounting configuration, share them across multiple studios, and activate them on a scheduled date – including change and activation history.

 

Contents

Fast lane

  • Open Settings/Finance/Accounting configuration.
  • Click Create accounting configuration.
  • Select base: SKR03 or SKR04 or Copy existing configuration.
  • Set Release (Whitelisting) for the studios that should use the configuration.
  • Check/adjust accounts & rules; search by account number/name.
  • Plan activation: Select a date ≥ today and choose studios.
  • Confirm changes – done! (Only one configuration can be active at a time.)

What are the benefits of the accounting configuration?

You centrally control accounts and booking rules, use them across facilities (cross-facility), and plan activations in advance – e.g., at the turn of the month. This reduces errors and ensures transparency thanks to change and activation history. Per studio, only one configuration can be active; additional configurations can be scheduled for the future.

What does CRUD mean?

In the context of accounting configuration, CRUD specifically means:

  • C = Create: Allows the user to create and update an accounting configuration
  • R = Read: Allows the reading of an accounting configuration with all its necessary information
  • U = Update: see create
  • D = Delete: Allows the user to delete configurations that were never activated

Requirements & Permissions (incl. CRUD)

Edit rights (CRUD): Users with this permission may create/update (Create/Update), read (Read), and delete (Delete, only never activated) configurations. Typically: admin & office = CRUD, counter & read-only = R.

Activation rights (separate): allow activating a configuration (Create). Typically: admin & office = C, counter/read-only.

You can find the function under Settings > Finance > Accounting configuration. The overview shows, among other things, the tabs Configurations and Activation history as well as Whitelisting. In the history you see per studio which configuration is/was active, and you can sort and filter by period.

In the detail view, you see the name, status (active/inactive), activation or end date, release (whitelisting), booking rules & accounts, and the changelog. Activated configurations are no longer editable.

Create a new accounting configuration (SKR03/SKR04 or copy)

When creating, you define:

  • Base configuration: SKR03 or SKR04 – we load a suitable set of accounts.
  • Copy existing configuration: Take over accounts and rules from an existing configuration.
  • Release (Whitelisting): define for additional studios.

Tip: Configurations that were never activated can be deleted.

Manage accounts (search, categories)

In the detail view you can efficiently manage accounts. You can search by account number and account name; the overview may be structured by categories.

Manage booking rules (system vs. custom rules)

Booking rules are grouped in one tab; you can filter by type (System or Custom) and create new rules. When creating, rates, modules, flat fees, products, and variants from all studios are available. Entries for which rules already exist are not offered again to avoid duplication.

Share with multiple studios (Whitelisting)

When creating (or later), define which studios may use the configuration. You can also assign additional studios afterwards.

Schedule activation (from date ≥ today)

Activate a configuration directly from the overview or detail view:

  • Select studios (studio picker)
  • Set activation date ≥ today (date picker)
  • Overview of the currently active configuration per studio

When activating, the previous configuration is automatically ended (end = activation date – 1), and the new one becomes active from your chosen date. If there are already planned activations, you will be informed with details (studio, configuration, date).

Change & activation history

  • Change history (changelog): logs all CRUD operations with timestamp and user.
  • Activation history: shows when, where (studio), and by whom configurations were activated; filterable by studio and date range.

Delete configurations (never activated)

Unused (never activated) configurations can be completely deleted – useful for cleaning up test setups.

FAQ

Why is this feature so powerful?
You standardize accounting once and use it in many studios, plan changes cleanly at the key date, and always see who changed what and when it was activated. Less effort, more consistency.

Can I edit an active configuration?
No. Instead, create a new configuration (e.g., based on the old one), schedule the activation, and activate it on the desired date.

What exactly happens during activation?
On the chosen date, the new configuration becomes active; the old one automatically ends the day before. Conflicts with already scheduled activations are displayed in advance.

Is there a search?
Yes, for accounts by number and name; rules can be filtered by type.

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