GL Account Mapping
GL Account Mapping allows you to set up rules in the system so that lines on your invoices will have GL Codes pre-allocated. These mappings can be done to categories, items, non-inventory items, vendors and more, and are used to automatically allocate the correct GL Accounts on invoices and bills.
Best Practices: We recommend mapping all the categories used on your system to start with, as this ensures all lines will have allocations.
- Click on the GL Account Mappings option in the navigation bar at the left, under the GL Accounts header.
- To begin assigning categories to GL accounts select +Add Mapping.
- On this page, you should assign GL Accounts to the Categories used in the system. This will allow the lines on Invoices to come through pre-allocated, based on these mappings. We recommend starting with Category mapping, and you can get more granular by going so far as to do category+subcategory mapping, Vendor mapping, or even Item mapping. (If you do not have any GL Accounts available from the dropdown you must first create your GL Accounts or Chart of Accounts in the system. See this article for more information.)
**Note** The more specific assignation will be used in place of the more general mapping ie. Item GL mapping trumps Category while a Category/Subcategory GL mapping trumps Vendor. See the section below on GL Mapping Hierarchy for more detail.
- Click +Add Mapping to confirm the mapping. In this example, all future invoices with Items categorized as 'Beer' will now be automatically assigned to this GL Account saving you time and effort.
You should set up GL Allocations for ALL of your Categories to start with, and create any exceptions to the category allocation by using the Item allocation option. Once you've done this you should set up any Credits, Charges, or Taxes that may appear on your invoices, using the steps outlined in the article titled "Credits, Charges & Taxes". If these Credits, Charges, and Taxes have static GL Codes, you should then come back to the GL Account Mappings screen to map these as well.
GL Mapping Hierarchy
As mentioned above you can have multiple GL Mappings and the system will take the most specific allocation. For example if you have a Category mapping of all items in the Food category to your Food GL Code, but you make an Item mapping for Limes to go 50% to Food and 50% to Bar Food, this Item allocation would override the Category allocation, as it is more specific. The exact order of this hierarchy is as follows, starting with the most specific to the most general. This means that if an item has an allocation in multiple levels of this list, the highest level will be the allocation the system uses.
- Category + Subcategory