How to complete the mapping of your source data into your accounts from your accounting platform
After both your accounting platform and apps are connected to Bookkeep you are ready to complete your account mapping to enable automated journal entry postings.1. From your Dashboard click on the “Connections” link from the left side, which will display all of your currently connected apps (there are separate tabs to see the accounting connection as well as app connections).
2. Clicking "Setup" next to each app will expand the view to show all the journal entries available for that connection (e.g. for Square we have a Sales Summary and Deposit journal entry as shown below).
3. Clicking “Map” will take you to the account mapping view, which is specific to each connection and each template type (sales summary, deposit, fees, etc.).
Note: Each template can be toggled ON or OFF, which controls if data will be posted to your accounting platform or not each day.
4. The mapping view displays each available journal entry line and needs to be either mapped to an existing account in the drop-down selection or to a new account that can be created automatically from our system into your accounting platform without going back and forth. The magic wand shown in each line on the right will create an account in your accounting platform that will be mapped for the particular line.
Note: In order to avoid mapping errors or confusion the accounts available in the dropdown menu for mapping are limited to the most commonly used account types, (e.g. bank deposits can be only mapped to bank type accounts, expenses can be mapped to either Expenses or Cost of Goods Sold type accounts, etc.)
Hovering with your mouse over the ”Description” field will reveal a short explanation on what that specific line will post to the financial system to help you decide which account it should be mapped to.
If you are just starting your business or you do not have all the accounts already created in your accounting platform you can quickly create and auto-map them straight from this view by using the “magic wand” displayed on the right side of the drop-down menu. Again, before clicking the wand you can hover over it to see the name and type of the account that will be created into your platform and verify it will be appropriate for you.
Alternatively, you can always create any needed accounts in your accounting platform prior to mapping and come back to "Refresh" and finalize the mapping using your newly created accounts.
Note: we recommend you use our automatically created accounts so you can have a clearer view of the data being posted through our automation and making it easier to reconcile your accounts.
In some cases, specific fields are not mandatory to be mapped (these fields lack the red asterisk * next to their names), as it might not apply to your specific account, but we do recommend you map to a generic account and monitor it in case you or your client starts using that specific feature (e.g. Square Savings is a new feature offered by Square but not widely used yet; the same for Square Loans or Square Debit Cards) . The entries will still post to your accounting platform as no data is being captured in that field, but if in the future this will be activated, you will need to revisit mapping and make the necessary mappings as shown below.
5. After mapping each mandatory line to your accounts and the remaining settings you can save your work and are ready to post your data.
Note: you will have to repeat this process for each individual template for each connected app.
6. For each app connection, you will need ensure you complete the "Settings" that can be located from the Connections view:
7. After clicking "Configure," you will see relevant settings that need to be completed that will impact the data pulled from the app. For example, end of day and timezone for the business, tells us the time period to pull data to ensure the reporting matches.
FEATURE: for selected apps, we offer the option to map on a more granular level, depending on the source data we have access to and your needs. This information might take a while to populate from your source data before it’s available for mapping, depending on the entries being posted though our integration. We automatically retrieve a 14-day period worth of data from when you start using our products if available at the source, but new items might be added anytime in the source system so you will need to monitor this and map any subsequent changes.
In the example below the “Gross Sales” field from the Square Sales Summary is showing the product categories (as they are setup in Square upon creation of new items) which allows you to map them to individual accounts: Food, Coffee, Alcohol Sales, etc. if you want that information reflected in your financial statements. The same would be the case for sales tax if you need mapping to separate liability accounts (NY sales tax, CA sales tax etc.)
This is not a mandatory process, if any of the subcategories are not mapped they will be rolled up into the parent account, which allows you to pick and choose how you want to use this feature.