GL Account Mapping

This utility is used for establishing account mapping for generating ledger entries for export or reporting for use with third party accounting applications or manual book-keeping. Account entries are generated based on transactions processed from the software. There are two (2) types of mapping: system and detail.

System Mapping

System mapping provides the default accounts linked with specific software activity that may generate account entries. For example, performing a sale (invoicing) transaction in Point of Sale would cause account entries for income, assets (cash, etc.), cost of goods sold, sales tax, and so on. System mapping is organized into four (4) groups or "journals" named: Accounts Receivable, Point of Sale, Receiving, and Inventory. Rather than having individual entries for each transaction, similar entries are summarized (combined) for each calendar date.

Detail Mapping

Detail mapping can override or replace the default system mapping in certain cases. It's also used when multiple accounts are necessary or useful for the same type of activity such as credit adjustments or petty cash withdrawals, for example. Detailed mapping is used by some transactions as a list for selection.

Is mapping required?

Mapping is only required if you want to be able to export or produce a report of account entries for use with another accounting application --or-- you want to use detail mapping to provide selection options in certain transactions. If you don't want or need to export account entries or produce a report, you do not have to complete system mapping, and you only need to complete detail mapping if you need it.

Do I have to use any specific software?

No. You can use whichever software you choose; however, we are unable to guarantee that any exported data will be compatible with your software. Check your software documentation or with the provider to find out if it allows import and if so, what format(s) are acceptable. Some software applications offer limited or no options for importing transactions. In the event that the current format is not acceptable, custom reports may provide an alternative solution.

Do I have to map all the journals and detail mapping?

It's best to complete all system mapping even if you aren't sure whether you'll use each option listed. You may want to use a "dummy" account for any entries you don't think apply to your company's activities. This way you will know about if something unusual happens.

Detailed mapping usually only needs to be completed on an as needed basis. For example, if you want to categorize miscellaneous payments, such as petty cash, you would complete the payment mapping with the options you want to provide. System mapping is used as a default in place of any "missing" detailed mapping.

Even if you don't plan on exporting account entries, you can still make use of detail mapping for providing selections in certain transactions.

What is the format for account numbers?

Account numbers must be numeric and up to 5-digits in length. If you enter an account number that's less than 5-digits, it will be shown on reports padded on the left by zeroes. For example, account "123" would be shown as "00123" instead. Padding with zeros helps keep accounts in numeric value order.

Do I have to use different account numbers for each mapping type?

Journal entries for the same journal type and account are typically merged together into one figure. If you want to see activity based on the mapping types, you should map using different account numbers. Similar activity such as cash sales income vs. cash returns income can be assigned to the same account at your preference.