GL Account Mappings

GL Account Mappings configure automatic posting rules that determine which general ledger accounts are used for different transaction types.

Overview

GL Account Mappings enable you to:

• Define posting rules
• Automate GL entries
• Map transaction types
• Configure default accounts
• Set up cost centers
• Manage posting logic

Accessing GL Mappings

Navigate to Finance → GL Mappings or Settings → GL Mappings from the main menu.

Mapping Overview

Mapping Categories

GL Account Mappings

Categories:
├─ 📦 Inventory Mappings
│   └─ Stock, COGS, Adjustments
├─ 💰 Sales Mappings
│   └─ Revenue, Discounts, Tax
├─ 🛒 Purchase Mappings
│   └─ Expenses, Payables, Inventory
├─ 💳 Payment Mappings
│   └─ Cash, Bank, Deposits
├─ 📊 Other Mappings
│   └─ Adjustments, Write-offs
└─ 🏢 Department Mappings
    └─ Cost center allocations

[Configure Mappings]

Inventory Mappings

Stock Account Mappings

Inventory GL Mappings

Default Accounts:
┌────────────────────────────────────────────────────────────────┐
│ Transaction Type           │ Debit Account │ Credit Account   │
├────────────────────────────────────────────────────────────────┤
│ Stock Receipt              │ 1200 Inventory│ 2000 AP          │
│ Stock Issue (Sale)         │ 5000 COGS     │ 1200 Inventory   │
│ Stock Adjustment (+)       │ 1200 Inventory│ 5100 Inv Adj     │
│ Stock Adjustment (-)       │ 5100 Inv Adj  │ 1200 Inventory   │
│ Stock Transfer (Out)       │ 1201 In-Transit│ 1200 Inventory  │
│ Stock Transfer (In)        │ 1200 Inventory│ 1201 In-Transit  │
│ Stock Write-off            │ 5200 Write-off│ 1200 Inventory   │
└────────────────────────────────────────────────────────────────┘

[Edit Mappings]

Category-Specific Mappings

Inventory Mappings by Category

Override default accounts by product category:

┌────────────────────────────────────────────────────────────────┐
│ Category         │ Inventory Acct│ COGS Account │ Revenue    │
├────────────────────────────────────────────────────────────────┤
│ Electronics      │ 1200-01       │ 5000-01      │ 4000-01    │
│ Office Supplies  │ 1200-02       │ 5000-02      │ 4000-02    │
│ Industrial       │ 1200-03       │ 5000-03      │ 4000-03    │
│ (Default)        │ 1200          │ 5000         │ 4000       │
└────────────────────────────────────────────────────────────────┘

[+ Add Category Override]

Sales Mappings

Revenue Mappings

Sales GL Mappings

Revenue Accounts:
┌────────────────────────────────────────────────────────────────┐
│ Transaction Type           │ Debit Account │ Credit Account   │
├────────────────────────────────────────────────────────────────┤
│ Product Sale               │ 1100 AR       │ 4000 Revenue     │
│ Service Sale               │ 1100 AR       │ 4100 Service Rev │
│ Shipping Charged           │ 1100 AR       │ 4200 Shipping Rev│
│ Sales Discount             │ 4300 Discounts│ 1100 AR          │
│ Sales Return               │ 4400 Returns  │ 1100 AR          │
│ Sales Tax                  │ 1100 AR       │ 2200 Tax Payable │
└────────────────────────────────────────────────────────────────┘

Customer Payment Accounts:
┌────────────────────────────────────────────────────────────────┐
│ Payment Method             │ Debit Account │ Credit Account   │
├────────────────────────────────────────────────────────────────┤
│ Cash                       │ 1010 Cash     │ 1100 AR          │
│ Credit Card                │ 1015 Merchant │ 1100 AR          │
│ Check                      │ 1012 Deposits │ 1100 AR          │
│ Bank Transfer              │ 1010 Cash     │ 1100 AR          │
└────────────────────────────────────────────────────────────────┘

[Edit Mappings]

Credit Note Mappings

Credit Note GL Mappings

Credit Note Accounts:
┌────────────────────────────────────────────────────────────────┐
│ Credit Type                │ Debit Account │ Credit Account   │
├────────────────────────────────────────────────────────────────┤
│ Product Return             │ 4400 Returns  │ 1100 AR          │
│ Return COGS Reversal       │ 1200 Inventory│ 5000 COGS        │
│ Price Adjustment           │ 4300 Discounts│ 1100 AR          │
│ Goodwill Credit            │ 6300 Goodwill │ 1100 AR          │
│ Tax Adjustment             │ 2200 Tax Pay  │ 1100 AR          │
└────────────────────────────────────────────────────────────────┘

Purchase Mappings

Expense Mappings

Purchase GL Mappings

Bill/Invoice Accounts:
┌────────────────────────────────────────────────────────────────┐
│ Transaction Type           │ Debit Account │ Credit Account   │
├────────────────────────────────────────────────────────────────┤
│ Inventory Purchase         │ 1200 Inventory│ 2000 AP          │
│ Expense Purchase           │ 6xxx Expense  │ 2000 AP          │
│ Fixed Asset Purchase       │ 1500 FA       │ 2000 AP          │
│ Freight/Shipping           │ 5300 Freight  │ 2000 AP          │
│ Purchase Tax               │ 1300 Tax Recv │ 2000 AP          │
└────────────────────────────────────────────────────────────────┘

Vendor Payment Accounts:
┌────────────────────────────────────────────────────────────────┐
│ Payment Method             │ Debit Account │ Credit Account   │
├────────────────────────────────────────────────────────────────┤
│ Check                      │ 2000 AP       │ 1010 Cash        │
│ ACH Transfer               │ 2000 AP       │ 1010 Cash        │
│ Wire Transfer              │ 2000 AP       │ 1010 Cash        │
│ Credit Card                │ 2000 AP       │ 2100 CC Payable  │
└────────────────────────────────────────────────────────────────┘

Supplier-Specific Mappings

Vendor Account Overrides

Override default expense accounts by vendor:

┌────────────────────────────────────────────────────────────────┐
│ Vendor            │ Default Expense │ Override Account        │
├────────────────────────────────────────────────────────────────┤
│ City Power Co.    │ 6xxx Default    │ 6200-01 Utilities       │
│ Metro Telecom     │ 6xxx Default    │ 6200-02 Communications  │
│ ABC Insurance     │ 6xxx Default    │ 6400 Insurance          │
│ FastShip Freight  │ 6xxx Default    │ 5300 Freight In         │
└────────────────────────────────────────────────────────────────┘

[+ Add Vendor Override]

Bank Mappings

Bank Account Mappings

Bank GL Mappings

Bank Accounts:
┌────────────────────────────────────────────────────────────────┐
│ Bank Account      │ GL Account      │ Type        │ Currency  │
├────────────────────────────────────────────────────────────────┤
│ Operating Account │ 1010            │ Checking    │ USD       │
│ Savings Account   │ 1020            │ Savings     │ USD       │
│ Payroll Account   │ 1011            │ Checking    │ USD       │
│ Merchant Account  │ 1015            │ Clearing    │ USD       │
│ Euro Account      │ 1016            │ Checking    │ EUR       │
└────────────────────────────────────────────────────────────────┘

Bank Transaction Mappings:
┌────────────────────────────────────────────────────────────────┐
│ Transaction Type           │ Debit Account │ Credit Account   │
├────────────────────────────────────────────────────────────────┤
│ Bank Fee                   │ 6500 Bank Fees│ 1010 Cash        │
│ Interest Earned            │ 1010 Cash     │ 4500 Interest Inc│
│ Bank Transfer Out          │ 1020 Savings  │ 1010 Cash        │
│ Bank Transfer In           │ 1010 Cash     │ 1020 Savings     │
└────────────────────────────────────────────────────────────────┘

Tax Mappings

Tax Account Configuration

Tax GL Mappings

Sales Tax Accounts:
┌────────────────────────────────────────────────────────────────┐
│ Tax Type          │ Collected (CR)  │ Paid to Gov (DR)        │
├────────────────────────────────────────────────────────────────┤
│ State Sales Tax   │ 2200-01         │ 2200-01                 │
│ County Sales Tax  │ 2200-02         │ 2200-02                 │
│ City Sales Tax    │ 2200-03         │ 2200-03                 │
│ VAT (if applicable)│ 2200-10        │ 2200-10                 │
└────────────────────────────────────────────────────────────────┘

Purchase Tax Accounts:
┌────────────────────────────────────────────────────────────────┐
│ Tax Type          │ Paid (DR)       │ Recovered (CR)          │
├────────────────────────────────────────────────────────────────┤
│ Use Tax           │ 1300-01         │ 1300-01                 │
│ Input VAT         │ 1300-10         │ 1300-10                 │
└────────────────────────────────────────────────────────────────┘

Department/Cost Center Mappings

Cost Center Configuration

Cost Center Mappings

Departments:
┌────────────────────────────────────────────────────────────────┐
│ Department       │ Code  │ Revenue Suffix │ Expense Suffix    │
├────────────────────────────────────────────────────────────────┤
│ Sales            │ 100   │ 4000-100       │ 6xxx-100          │
│ Marketing        │ 200   │ 4000-200       │ 6xxx-200          │
│ Operations       │ 300   │ 4000-300       │ 6xxx-300          │
│ Administration   │ 400   │ 4000-400       │ 6xxx-400          │
│ Research & Dev   │ 500   │ 4000-500       │ 6xxx-500          │
└────────────────────────────────────────────────────────────────┘

Account Structure:
├─ Format: [Base Account]-[Department Code]
├─ Example: 6100-100 (Rent - Sales Dept)
└─ Tracking: [x] Track by department

[Edit Departments]

Mapping Rules

Creating Rules

Create Mapping Rule

Rule Details:
├─ Rule Name: [Electronics Sales]
├─ Priority: [1] (higher = first)
└─ Status: [Active ▼]

Conditions (match all):
┌────────────────────────────────────────────────────────────────┐
│ Field              │ Operator    │ Value                      │
├────────────────────────────────────────────────────────────────┤
│ Transaction Type   │ Equals      │ Sale                       │
│ Product Category   │ Equals      │ Electronics                │
│ [+ Add Condition]                                              │
└────────────────────────────────────────────────────────────────┘

Account Mappings:
├─ Revenue Account: [4000-01 Electronics Revenue]
├─ COGS Account: [5000-01 Electronics COGS]
└─ Inventory Account: [1200-01 Electronics Inventory]

[Cancel] [Save Rule]

Testing Mappings

Test Transaction

Test GL Mapping

Transaction Details:
├─ Type: [Sale ▼]
├─ Product: [Widget Pro]
├─ Category: [Electronics]
├─ Amount: $1,000.00
├─ Tax: $85.00
├─ Customer: [Acme Corp]
└─ Payment: [Credit Card]

Predicted GL Entries:
┌────────────────────────────────────────────────────────────────┐
│ Account                    │ Debit      │ Credit              │
├────────────────────────────────────────────────────────────────┤
│ 1015 Merchant Account      │ $1,085.00  │                     │
│ 4000-01 Electronics Rev    │            │ $1,000.00           │
│ 2200 Sales Tax Payable     │            │ $85.00              │
│ 5000-01 Electronics COGS   │ $450.00    │                     │
│ 1200-01 Electronics Inv    │            │ $450.00             │
└────────────────────────────────────────────────────────────────┘

Rules Applied:
├─ Rule: Electronics Sales (Priority 1)
├─ Rule: Credit Card Payment (Priority 5)
└─ Rule: Default Tax Mapping (Priority 10)

[Test Another] [Close]

Best Practices

Mapping Design

• Use consistent account structures
• Create logical groupings
• Document mapping purposes
• Test before deploying

Maintenance

• Review mappings quarterly
• Update for new products
• Verify after changes
• Audit periodically

Troubleshooting

• Check rule priorities
• Verify conditions
• Test with sample data
• Review posting errors

Troubleshooting

Common Issues

Wrong account posted

• Check rule priorities
• Verify conditions match
• Look for override rules
• Test with sample data

Missing GL entries

• Verify mapping exists
• Check transaction type
• Review error logs
• Confirm account active

Duplicate entries

• Check for multiple rules
• Review posting settings
• Look for manual entries
• Verify integration settings

Related Documentation

Learn about General Ledger for viewing posted transactions.