In this article you will learn how booking codes are applied to product groups, products, and variants, and which booking code takes precedence when more than one is set. The system always moves from the general (product group) to the detail (variant), so the most specific assignment wins.
Contents:
- Hierarchy: from general to specific
- Where to set a booking code
- Booking code for ToGo sales
- Worked example
- FAQ
Fast lane
- The most specific booking code wins: variant overrides product, product overrides product group.
- Leave a level empty to fall back to the next higher level.
- Booking code for ToGo sales is a separate field and follows the same hierarchy.
Hierarchy: from general to specific
A booking code can be assigned on three levels. When more than one is configured, the most specific one is used:
- Product group — the general booking code, used as the default for every product and variant in the group.
- Product (also referred to as article in some screens) — overrides the product group's booking code when set.
- Variant — overrides the product's booking code when set. This is the most specific level.
The software starts at the most specific level and walks up: it checks the variant first, then the product, then the product group, and applies the first booking code it finds.
Where to set a booking code
You can assign a booking code in the Advanced settings panel of each level:
- Product group: Open the product group and expand Advanced settings. Select a value in Booking codes.
- Product: Open the product and expand Advanced settings. Select a value in Booking codes. Leave the field empty to fall back to the product group.
- Variant: Open the variant and expand Advanced settings. Select a value in Booking codes. Leave the field empty to fall back to the product.
Tip: If all variants in a product group should share the same accounting treatment, set the booking code only on the product group and leave the lower levels empty. This keeps the setup simple and consistent.
Booking code for ToGo sales
The Booking code for ToGo sales field is a separate booking code that the software applies when the same product or variant is sold as a ToGo item. It exists alongside the regular booking code and follows the same hierarchy: a ToGo booking code on the variant overrides the one on the product, which overrides the one on the product group.
If Booking code for ToGo sales is empty on all three levels, the regular booking code is used for ToGo sales as well.
Worked example
Assume you have configured:
- A product group Drinks with the booking code Beverages.
- A product Smoothie with the booking code Smoothies.
- A variant Smoothie 250 ml with no booking code set.
When the variant Smoothie 250 ml is sold, the booking code Smoothies is applied. The variant has no booking code, so the software falls back to the product level.
If you later assign the booking code Smoothies-Small to the variant, that booking code takes precedence. The product-level and product-group-level booking codes are ignored for this variant.
FAQ
Do I have to set a booking code on every variant?
No. Set the booking code where it makes the most sense for your accounting setup. For most studios, setting it on the product group or the product is enough — the variants inherit the value automatically.
What happens if no booking code is set on any level?
The product is not assigned to a booking code in the accounting configuration. The item can still be sold, but it is not allocated to a specific posting account through the booking code logic.
Does the hierarchy apply to the ToGo booking code as well?
Yes. The ToGo booking code follows the same rule: variant overrides product, product overrides product group.
Where do I create the booking codes I want to assign?
Booking codes are created and managed centrally in the booking code configuration. For the full setup walkthrough, see the article on creating and configuring booking codes.