Creating and Assigning General Ledger Accounts

Modified on Fri, 29 May at 4:37 PM

Overview

Our Standard GL Integration includes a basic set of mappings that will serve the needs of most customers.

This article will step through generating the Standard GL Integration mappings which will create a GL Mapping Query Filter in each of the Standard GL "Buckets" defined for Cloud Retailer for each one of your Locations, Departments and Payment Methods. It will also cover how to configure the GL assignments.

Creating General Ledger Accounts

You must generate new GL mapping query filters any time after a new department or payment method is created to ensure the accounting reports will balance.

First, the Generate Standard GL Mapping Query Filters tool will automatically create the following accounts for each store location:

Cost
Deposits Received
Deposits Tendered
Inventory Sales (as a whole not by department)
Return Totals
Sales By Department
Sales By No Department
Tender Closing Totals (by tender type)
Tender Opening Totals (by tender type)
Tender Over Totals (by tender type)
Tender Short Totals (by tender type)
Tax Totals
COGS (as a whole not by department)
Not Contributing To Sales
Sales Rounding Error

Procedure

Log into your back office
Navigate to Reports > Generate Standard GL Mapping Query Filters
Click the Generate Standard GL Mapping Query Filters button
When the process is complete, click the Done button in the pop-up window

Assigning General Ledger Accounts

Now that the GL assignments have been created, they must be mapped to appear in our accounting reports. Here is a breakdown of the report columns.

Location: Displays the location for the GL assignment
Name: This identifies the Cloud Retailer account. Clicking the Name link offers additional filtering options. See Advanced Filtering Options below
Description: This identifies that account type and suggests a GL type
GL description: This is what you will see in your accounting software description or note field
GL code: This will typically match the GL Description
GL Type: This tells the system if this account is Debit/Credit

The next 2 are only accessible by clicking on the name and editing the fields at the bottom of the query filter.  These are only necessary if you are using our Quickbooks Online integration.

QuickBooks Online Account Name: This must match the Name of the GL assignment under Chart of Accounts in QuickBooks Online. As you begin to type, a dropdown will appear with a list of all Chart of Accounts that match the input data. Simply click on the appropriate Chart of Accounts when it appears in the list
QuickBooks Online Account Description: This is the line item description you will see in QuickBooks Online. Typically this will be the same as the GL Description column.

For best results, we recommend you fill out every GL assignment.  This will ensure all data points are mapped to an appropriate account.

Log into your back office
Navigate to Reports > General Ledger Assignments
Enter a GL Description, GL Code, and GL Type for each assignment
(Optional) Review or modify the data filters: This is only necessary if you'd like to be very specific in the data captured for each assignment.
1. Click on the Name of the GL assignment to open the Edit Query Filter screen
2. Update the Advance Filtering to capture the appropriate data. This is designed to be identical to reports and allows you to truly customize this feature for advanced configurations.
3. Save the form after any changes are made
Repeat for each assignment as necessary

Depending on how your accounts are balanced, there may more than GL assignment linked to the same account in your Quickbooks.

Example

References

Accounting Integration Overview