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How to use Profit Centres

Use Profit Centres to make sure sales from DotGolf are sent to the correct accounting codes in Xero (and Lightspeed X and O Series). This is especially important for green fees, competition fees, and other sale types that need to be separated for reporting or accounting.

 If a sale type does not have the right Profit Centre assigned, DotGolf may default it incorrectly, which can cause revenue to post to the wrong code.

When you should check your Profit Centres

Review your Profit Centre setup if:

  • green fees are posting to the wrong account
  • changes to pricing have caused items to start syncing to the wrong code
  • multiple green fee types need to post to different accounts
  • competition or fee items are using an expense Profit Centre instead of a revenue Profit Centre
  • your DotGolf and Lightspeed revenue reports are not matching
Before you begin

Make sure you know:

  • which sale types need their own Profit Centre
  • which sales account code each Profit Centre should use
  • whether the item should post as revenue or as an expense

Important: If different fee types need to post to different accounts, they should each have their own Profit Centre.

Step 1: Create or review Profit Centres in DotGolf
  1. Go to Clubhouse.
  2. Open Settings.
  3. Open Profit Centres under Invoicing and Account System Settings.
  4. Review your existing Profit Centres.
  5. If you need a new one, select the + icon to add a Profit Centre.
  6. Name the Profit Centre clearly so it matches the type of sale it is for.
  7. Use the dropdown options to select the correct account or mapping required.
  8. Save your changes.
Step 2: Check the matching setup in Lightspeed O-Series (Kounta)

After saving in DotGolf:

  1. Open Lightspeed O-Series (Kounta).
  2. Review each Reporting Group that is named after a Profit Centre.
  3. Confirm that each Reporting Group is using the same Xero sales account code as the matching Profit Centre in DotGolf.

If the account code in Lightspeed does not match the Profit Centre in DotGolf, sales may still post incorrectly.

Step 3: Assign the Profit Centre to the correct item in DotGolf

Once the Profit Centre exists, assign it to the correct setup area.

For green fees

  1. Open your Green Fees setup in DotGolf.
  2. Edit the relevant green fee.
  3. Select the correct Profit Centre.
  4. Save the record.

If you have multiple green fee types that should post to different accounts, create and assign a separate Profit Centre for each one.

For competition entry fees

  1. Open Competition Setup.
  2. Go to the Entry Fee options.
  3. Select the correct Profit Centre.
  4. Save your changes.

For templates or special fee setups

If a Profit Centre is used for an expense template, make sure it is not assigned to a revenue item by mistake.

Step 4: Save affected records even if you do not change the price

If you have created new Profit Centres after items were already set up:

  1. Open the existing green fee, competition, or fee record.
  2. Assign the new Profit Centre.
  3. Save the record, even if you have not changed the pricing.

Saving can trigger DotGolf to resend the setup so it syncs through correctly.

Step 5: Test the setup

After updating the Profit Centres:

  1. Process a test transaction using the relevant fee or sale type.
  2. Check that it appears in Lightspeed under the expected Reporting Group.
  3. Confirm it is posting to the correct code.
  4. If needed, verify the resulting invoice or accounting output.
Best practice recommendations
  • Create a separate Profit Centre for each fee type that needs its own account code.
  • Use clear naming so staff can identify the right Profit Centre quickly.
  • Review Profit Centre assignments after major pricing changes.
  • Check both DotGolf and Lightspeed mappings when troubleshooting.
  • Keep revenue Profit Centres and expense Profit Centres clearly separated.
Common issues and what they usually mean

Sales are going to the default Profit Centre

This usually means the item does not have a suitable Profit Centre assigned in DotGolf.

Fix: Create the missing Profit Centre and assign it to the item, then save the item again.

A pricing update caused the item to post to the wrong code

This can happen if the item syncs through again and the Profit Centre mapping is incomplete.

Fix: Recheck the assigned Profit Centre in DotGolf and confirm the matching Reporting Group in Lightspeed is mapped to the same account code.

DotGolf and Lightspeed totals do not match

This may happen when staff sell an item directly in Lightspeed instead of following the DotGolf workflow.

Fix: Where the process requires it, create or print the item through DotGolf first so the transaction flows through correctly into Lightspeed.

A revenue item is using an expense Profit Centre

This can stop transactions from syncing correctly or send them to the wrong place.

Fix: Replace the expense Profit Centre with the correct revenue Profit Centre and retest.

Troubleshooting checklist

If the setup still does not look right, check the following:

  • Does the item in DotGolf have a Profit Centre assigned?
  • Is it the correct Profit Centre for that specific fee type?
  • Does the matching Reporting Group exist in Lightspeed?
  • Does that Reporting Group use the same Xero sales account code?
  • Is the item supposed to be revenue or expense?
  • Has the item been saved again after the Profit Centre was updated?
  • Was the transaction processed through DotGolf, rather than entered directly into Lightspeed?
Need more help?

If you have checked the setup and transactions are still posting incorrectly, gather the following before contacting support:

  • the item or fee type affected
  • the Profit Centre currently assigned
  • the expected account code
  • the account code the transaction actually used
  • an example transaction date and amount

Providing one or two clear examples will make troubleshooting faster.