GL Accounts Setup Table - ConnectWise

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1/16/2019
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GL Accounts Setup Table - ConnectWise
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GL Accounts Setup Table
Last updated: Jan 7, 2019
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Version 2019.1 - Current
Version 2018.5 - 2018.6
Overview
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The GL Accounts setup table is where you create the general ledger mappings that will be applied to your invoices and expenses for posting
to your accounting package. For more information, please refer to the General Ledger Accounts Matrix
(https://university.connectwise.com/university/pageview.aspx?short_name=general-ledger-accounts-matrix).
20to%20share%20a%20link%20%7C%20ConnectWise%20Documentation&[email protected]: Please refer to your specific integration's documentation for special considerations regarding mapping and for more information
about GL account setup.
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Important: Account numbers that you enter must match what is in the accounting package. If they do not, new accounts could be
created.
When you are ready to map the GL accounts, prepare the following information:
Your account type, table, and record needed to map the GL account.
The chart of accounts or your organization found in your accounting package.
Make sure the accounting package is open so it is easier to copy and paste the account names and numbers so that the information
entered in ConnectWise Manage® is accurate.
Note: The GL accounts that are set up on a new install of Manage are samples only. They should be updated with the account names
or numbers that you are using in your accounting software today. You should always confer with your accounting professional when
altering or changing your chart of accounts. For a sample chart of accounts, please see the Chart of Accounts Reference Guide
(http://www.connectwise.com/University/content/documents/chart_of_accounts_reference_guide.xlsx).
Important: You will receive this notification when a corporate level mapping does not exist: "The Corporate Level (My Company:
Owner) mapping does not exist for this Account Type." Not creating a corporate level mapping may lead to missing account errors in the
accounting interface when transferring invoices. For more information on account mappings, please refer to the General Ledger
Accounts Matrix (https://university.connectwise.com/university/pageview.aspx?short_name=general-ledger-accounts-matrix).
Field Descriptions
List View
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Account Type
Displays the selected account type.
Table
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Displays the selected table reference.
Record
Displays the selected record.
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Displays the account set on the GL setup.
GL Product ID
Displays the product ID defined on the GL setup.
Sales Code
Displays the sales code.
COGS
Displays the Cost of Goods Sold account name.
Inventory
Displays the inventory account number for the line item.
Last Update
Displays the date and time the GL was last updated.
GL Account Setup Pod
When you create a new record or click an existing account number, the following fields appear in the General Ledger detail record. More
fields will be available if you have more than one segment included in the Accounting Package setup table.
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Account Type
Select the type of account that should be entered. For revenue and expense items, this field indicates where the revenue or expense is coming from so
that you can post different types of revenue and expenses to different accounts. Please refer to Account Type Definitions or Table Options Definitions for
additional details.
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Select a table option. The table options are different for each account type. The table information defines which setup tables you will be able to select
records from to map items in more detail. After you pick the account type, you will choose a table option and then a record prior to mapping the account.
Some of the table choices are general and others are more specific so that you have control to drive entries to the appropriate place in the General
Ledger. Please refer to Account Type Definitions and Table Options Definitions for more details.
Mapped Record
Select a record. The record list shows the table entries from the Manage setup tables that you can use to map your items out. Please refer to the links in
the Table Options Definitions section to find out where you can change these options in Manage.
Account
Enter an account number or an account name from the Accounting Package. This will need to match exactly. If you are using multiple segments, please
refer to Mapping Accounts with Multiple Segments. There will be at least one account field listed. There could be multiple fields or labels for the account
depending on the number of segments that were selected on the Accounting Package Setup Table
(https://docs.connectwise.com/ConnectWise_Documentation/090/020/080/010).
Product ID
Enter a product ID from the accounting package. This field is required for some accounting packages, but not for all. Accounting packages that integrate
with this field will use the product ID to reference Items in the General Ledger for reporting purposes.
Leaving the Product ID field blank in time entries in Manage will leave the Item field display blank on the QuickBooks invoice. What is placed in the
Product ID field in the GL Account setup table in Manage, is what shows up in the Item column on a QuickBooks invoice.
Inventory
Enter the inventory account number for the GL account.
Sales Code
Enter the sales code, which is similar to item ID. This field is only used for MAS.
COGS
Enter a cost of goods sold account number in this field.
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Note: If expenses have already posted under the Unposted Expenses tab of the Accounting Interface prior to adding new internal or
external expense types to the GL Accounts setup table, you must reverse the expense report (if it has been submitted) and resave each
individual expense for the accounts to update. Otherwise, you will need to manually click on each expense GL entry and add these
accounts in.
Important: The character limit for all fields in Manage is 255. Your accounting package may have different character limits.
Account Type Definitions
Account Type
Definition
Account Type in GL
Accounts Payable
Records the accounts payable amount for the transaction and should be attached to an accounts payable account in your accounting package. For more
information on the Manage Procurement add-on, contact your Manage Account Manager (https://www.connectwise.com/accountmanager/index.php).
Accounts Payable
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Accounts Receivable
Records the accounts receivable amount for the transaction and should be attached to an accounts receivable account in your accounting package.
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Deferred Revenue
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Records any revenue generated from prepayments, such as down payment invoices and prepaid agreements. Once the revenue associated with the
records is obtained, the deferred revenue account is charged. It should attach to an other current liability account in your accounting package.
Note: If your GL mappings utilize multiple segments, please contact Consulting (mailto:[email protected]).
Other Current Liability
Expense External
Records expenses entered against companies that are separate from your internal company. It should be attached to an expense account in your
accounting package.
Expense or COGS Account
Expense Internal
Records expenses entered against your company and should be attached to an expense account in your accounting package. The internal company is on
the My Company screen > Owner tab > Time, Expense, and Billing Setup Options section. The internal company is defined on the My Company Screen
Owner Tab (https://docs.connectwise.com/ConnectWise_Documentation/090/023/001).
Expense
Expense Offset
Records non-reimbursable expenses logged in your instance of Manage. It is usually linked to a credit card or other current liability account in your
accounting package and used when expenses are not paid by the employee.
Other Current Liability or Credit Card Account
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Expense Tax
Records the tax amount associated with expenses paid by employees. It should be attached to a sales tax payable account in your accounting package.
Note: For use by UK and Canadian partners.
Other Current Liability
Inventory Adjustment
Records changes made in product inventories using the Procurement add-on. It should link to a cost of goods sold account in your accounting
package. The actual adjustment will use the account (that is on the left) as the balancing entry, while the other side of this transaction will always be the
inventory asset account that is attached to the product in the accounting package. For more information, please contact your Account Manager
(https://www.connectwise.com/accountmanager/index.php).
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A product that is created properly will have the accounts defined as such:
COGS Account - Cost of Goods Sold
Income Account - Hardware Sales
Asset Account - Inventory Assets
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Cost of Goods Sold (COGS)
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Records the movement of existing assets in your instance of Manage. It carries no direct cost or revenue implications and is used when moving inventory
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between warehouses or warehouse bins. The type should link to an inventory asset account in your accounting package. For more information on the
Manage Procurement add-on, contact your Account Manager (mailto:[email protected]). The inventory transfer mapping will go to an
inventory asset account.
Inventory Asset
Product Discount
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Records all values entered in the Adjustment field of the Product screen when products are added to records, such as opportunities, sales orders, etc. It is
not visible on the Product Catalog screen and only available on individual product records. When the field is in use, it records a negative transaction. The
type should map to an income account within your accounting package.
Note: For more information, please refer to Discount Options (https://docs.connectwise.com/ConnectWise_Documentation/040/010/160).
The Product ID field needs to reflect a discount type in the accounting package.
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The product discount appears on the Mange invoice.
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The discount appears as a line item on the invoice in the accounting package.
Income
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Purchase Order Freight
Records costs entered into the Freight Cost field of purchase orders. It should be linked to a cost of goods sold account in your accounting package and
requires that the COGS and Product ID fields have information entered in addition to the Account field. The Product ID field should map to a
corresponding item in the package. If no freight cost is entered or is not marked Closed on the purchase order, then no GL entry is created.
If you try to post a freight entry without setting up the GL entry, then it will give a missing account error. COGS should be mapped to a COGS account and
Product ID can be used to associate amounts with a corresponding item in the accounting package. The Account field should be populated with a
Revenue account solely for the purpose of item setup in the accounting package.
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A product that is created properly will have the accounts defined as such:
Item Name/Number - Freight
Expense Account - Freight and Shipping
Income Account - Freight and Shipping
Cost of Goods Sold (COGS)
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Purchase Order Freight Tax
Records the tax amount associated with purchase order freight amounts. It should connect with a sales tax payable account in your accounting package.
Note: For use by UK partners.
Other Current Liability
Purchase Order Product Tax
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Records the tax amount associated with the products on a purchase order. It should link to a sales tax payable account in your accounting package.
Note: For use by UK partners.
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Other Current Liability
Revenue
Records all revenue generated from a billing time that is not covered by an agreement. It should be connected with an income account in your accounting
package.
Income/Revenue
Revenue-Agreements
Records revenue generated from billing agreements using the Billing Amount field in the Recurring Invoicing Parameters pod of the Agreement. It should
be attached to an income account in your accounting package. This field is also used to map revenue received from prepaid agreements
(https://docs.connectwise.com/ConnectWise_Documentation/080/017/065/010).
Income/Revenue
Revenue-Agreements Products
Records the revenue that was generated as a product attached to the Additions tab of an agreement. It should be linked to an income account in your
accounting package. This field is also used to map revenue received from prepaid agreements
(https://docs.connectwise.com/ConnectWise_Documentation/080/017/065/010).
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Income/Revenue
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Revenue-Expenses
Records all revenue generated from expenses to a client that is not covered by an agreement. It should be attached to an income account in your
accounting package.
Income/Revenue
Revenue-Product
Records all revenue generated from billing products not covered by an agreement. It should be attached to an income account in your accounting
package.
Income/Revenue
Sales Tax Payable
Records the sales tax amount from the transaction. It should be linked to an other current liability account in your accounting package.
Other Current Liability
Table Options Definitions
My Company: Owner
Records all accounts receivable entries generated in your instance of Manage to a specified GL Account. It functions as a catch‐all option at the general
level of GL mapping. This level captures the remaining accounts receivable entries if more mappings are created, such as groups. It corresponds to the
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corporate level that was set up in the My Company Structure Tab (https://docs.connectwise.com/ConnectWise_Documentation/090/023/030).
My Company: Structure
20to%20share%20a%20link%20%7C%20ConnectWise%20Documentation&[email protected] all accounts receivable entries generated under a specified location in your Company Structure. The location is dependent on the item that needs
to be invoiced, such as service tickets or sales orders. This corresponds to the location level that was set up in the My Company Structure Tab
(https://docs.connectwise.com/ConnectWise_Documentation/090/023/030).
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My Company: Groups
Records all accounts receivable entries generated under a specified group in your Company Structure. The group (sometimes called a department or
business unit) is set in different locations depending on the item that needs to be invoiced, such as service tickets or sales orders. This corresponds to the
groups that were set up in the My Company Groups Tab (https://docs.connectwise.com/ConnectWise_Documentation/090/023/040).
Service: Type
Records all revenue generated from a billing time on service tickets not covered by an agreement of a specific service type. This corresponds to the
service types set up in the Service Board Setup Table in the Types Tab
(https://docs.connectwise.com/ConnectWise_Documentation/090/020/170/100/020).
Project: Type
Records all revenue generated from a billing time on projects that are not covered by an agreement of a specific project type. This corresponds to the
project types set up in the Project Type Setup Table (https://docs.connectwise.com/ConnectWise_Documentation/090/020/140/030).
Charge Code
Records all revenue generated from a billing time associated with a specified charge code that is not covered by an agreement. This corresponds to the
charge codes set up in the Charge Code Setup Table (https://docs.connectwise.com/ConnectWise_Documentation/090/020/180/010).
Individual Project
Records all revenue generated from a billing time on an individual project that is not covered by an agreement. This corresponds to an individual project
name set up on the Project Board (https://docs.connectwise.com/ConnectWise_Documentation/050/025).
Work Role
Records all revenue generated from a billing time not covered by an agreement of a specific work role. This corresponds to the work role set up in the
Work Role Setup Table (https://docs.connectwise.com/ConnectWise_Documentation/090/020/180/040).
Work Type
Records all revenue generated from a billing time not covered by an agreement of a specified work type. This corresponds to the work type set up in the
Work Type Setup Table (https://docs.connectwise.com/ConnectWise_Documentation/090/020/180/050).
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Agreement: Type
Records all deferred revenue generated from prepaid agreements of a specific agreement type to a defined GL account. This corresponds to an
agreement type that has been set up in the Agreement Type Setup Table (https://docs.connectwise.com/ConnectWise_Documentation/090/020/020/010).
Products: Category
Records all revenue generated from billing products not covered by an agreement of a specific category. This selection is made in the product setup on
the Product Catalog screen. This corresponds to a product category that has been set up in the Category Setup Table
(https://docs.connectwise.com/ConnectWise_Documentation/090/020/130/010).
Products: Subcategory
Records all revenue generated from billing products not covered by an agreement of a specific subcategory. This corresponds to a product subcategory
that has been set up in the Subcategory Setup Table (https://docs.connectwise.com/ConnectWise_Documentation/090/020/130/040).
Tax Code: Level 1-6
Records all tax code levels. They are a subset of the tax code. They are used when mapping the components of a tax group to different sales tax payable
accounts. There is information about the tax code levels in the Tax Code Setup Table
(https://docs.connectwise.com/ConnectWise_Documentation/090/020/100/090).
Expense Tax Type
Records the tax amount associated with expenses paid by the employee under a tax type within your instance of Manage. This corresponds to expense
types that have been set up in the Expense Type Setup Table (https://docs.connectwise.com/ConnectWise_Documentation/090/020/060/010).
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Charge Code-Expense Type
Records costs incurred in an expense type linked to a charge code logged against an internal company. This is explained in the Charge Code Setup Table
(https://docs.connectwise.com/ConnectWise_Documentation/090/020/180/010).
20to%20share%20a%20link%20%7C%20ConnectWise%20Documentation&[email protected]: Payment Type
Records nonreimbursable expenses under a specified expense type entered in your instance of Manage. This corresponds to the payment types that have
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been set up in the Payment Type Setup Table (https://docs.connectwise.com/ConnectWise_Documentation/090/020/060/020).
Actions
Set Up Purchase Order Freight and Product Tax
Manage will not create or send the GL account for purchase order product tax to your accounting package. The GL account is required for
taxes to be calculated on the purchase order and to be able to batch the procurement items over to your accounting package.
Canada and U.K. QuickBooks – Tax Item in QuickBooks for the Item receipt will be updated to the Tax Code set on the purchase order in
Manage.
U.S. – Item receipt in QuickBooks does not allow a Tax Item to be set.
Reckon – Item receipt in QuickBooks does not allow Tax Item to be set.
To set up a purchase order freight and product tax:
1. Navigate to Procurement > Purchase Orders.
2. Click New Item.
3. Select a tax code in the Tax Code field.
4. Select the Apply tax to taxable products check box.
5. Select the Fright cost is taxable check box.
6. Click Save.
7. Click the Products tab of the purchase order.
8. Click New Item.
9. Select a product in the Product ID field.
10. Enter a freight cost in the Unit Cost field.
11. Click Save.
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To get started, you will need a current Chart of Accounts. If you have access to the accounting package, open it up to the Chart of Accounts.
Check the accounting requirements for your accounting package. Review the requirements for mandatory information, such as item ID's,
sales codes, inventory, or COGS accounts and make sure that you have those available.
To create a GL Account:
1. Navigate to System > Setup Tables > GL Accounts.
2. Remove any sample GL entries that are listed there. It is easier to start fresh than to track what was updated. You also might want to have
the Account Type Definitions and the Table Options Definitions available. These two resources will help you determine where in Manage
each mapping is coming from so that you can make the appropriate selections. If you set multiple segments in the Accounting Package
Setup Table (https://docs.connectwise.com/ConnectWise_Documentation/090/020/080/010), you will also want to reference Mapping
Accounts with Multiple Segments.
3. Click New Item.
4. Select Accounts Receivable in the Account Type field. Typically, you will only have one Accounts Receivable account.
5. Select My Company: Owner in the Table field.
6. Select your company ID in the Record field.
7. Enter the Accounts Receivable account in the Account field.
8. Click Save and Close to successfully map the GL entry.
9. Continue to map additional GL entries for Accounts Payable and Revenue account types. This mapping includes all non-recurring
revenue.
For one revenue account for all non-recurring revenue, map this at the My Company: Owner level
For one revenue account for each group, map this at the group level. Choose My Company: Group and pick the group out and assign
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the account. If you have multiple groups that map to the same account, you can map that account at the My Company: Owner level
and then enter the ones that are different as exceptions to that by choosing My Company: Group. This will override the My
Company: Owner level when the invoice is closed. The group is set on the time entry based on the board that it is entered on. The
board settings will default to the time record and this will pass to invoicing.
20to%20share%20a%20link%20%7C%20ConnectWise%20Documentation&[email protected] all service revenue to one account and all project revenue to another, map the My Company: Owner level to the service revenue
account, then map each Project: Type entry to the project revenue account.
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For all service revenue to post by service type, map each service type, then map the project types. Remember, if you add a new
service type or project type, you will need to go back to the GL Accounts screen and add a mapping for the new entry.
Credit memos will utilize the GL mappings for Revenue or Revenue - Products and Accounts Receivable account types to post a
credit to the accounts receivable account and debit to the appropriate revenue account. If an amount is entered into the Total field, it is
required that a Revenue type GL mapping exist that is mapped at either the My Company: Owner, My Company: Structure, or My
Company: Groups level in order to post successfully to your accounting package.
Sample Data
Account Type
Table
Record
Account
One Account for Revenue
Revenue
My Company: Owner
MYCOMPANY
Revenue
One Account Per Group
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Managed Services
Revenue
My Company: Group
Managed Services
Managed Services Revenue
Professional Services
Revenue
My Company: Group
Professional Services
Prof. Services Revenue
Web Services
Revenue
My Company: Group
Web Services
Web Revenue
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Service revenue and project revenue to separate accounts
Service Revenue
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My Company: Owner
MYCOMPANY
Service Revenue
Project Revenue
Revenue
Project: Type
Installation
Project Revenue
N/A
Revenue
Project: Type
Web Site
Project Revenue
N/A
Revenue
Project: Type
Network
Project Revenue
9. To test the mappings to ensure they are working, you can create an invoice of the type that you want to test. The GL entries are
generated on the Invoice GL Entries tab when the invoice is closed. You will be able to see what account type is associated with the
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Note: If you update or change the GL entries in this setup table, you can refresh the invoice by setting it to an open status and then
closing it again.
Important: For U.S. partners, expense tax should be associated with a P&L account, such as a COGS account.
For non-U.S. partners, when the tax credit is taken for the amount paid, the expense tax should post to an expense tax type or other
current liability type account.
Mapping Accounts with Multiple Segments
Mapping accounts with multiple segments can be easier with the tips below:
All segments do not have to be mapped to each level.
Use the exception rule. The exception rule enables you to map the account at the highest level and then map the exceptions in. This
works well when you have a group of items that should all go to one account, with the exception of one or two items.
Note: If your account structure is not very complex you are able to enter all segments on the Accounts field.
Business Case
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(https://docs.connectwise.com/@api/deki/files/3503/accountant.png?revision=2)Linda, the Accountant, has set up the
general ledger to track revenue by class. The classes she is using are Managed Services, Web Services, and
Professional Services. During implementation, she brought this up with her consultant and they recommended that she
20to%20share%20a%20link%20%7C%20ConnectWise%20Documentation&[email protected] three groups and three different service boards. This was done to make sure that the technician time entries got
the right group on them as the time was entered. She has two accounts for service revenue: Service Revenue and
Project Revenue. Refer to the grid below to see how Linda should set up her accounts.
nectWise%20Documentation%3A%20https://docs.connectwise.com/ConnectWise_Documentation/090/020/080/020#Account_Type_Definitions)
Revenue Class
Account Type
Table
Record
Account
Class
Managed Services Class
Revenue
My Company: Groups
Managed Services
N/A
MS
Web Services Class
Revenue
My Company: Groups
Web Services
N/A
Web
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GL Accounts Setup Table - ConnectWise
Professional Services Class
Revenue
My Company: Groups
Professional Services
N/A
PS
Service Revenue
Revenue
My Company: Owner
MYCOMPANY
Service Revenue
N/A
Service Project
Revenue
%20Table.pdf?stylesheet=default)
Project: Type
Service
Project Revenue
20to%20share%20a%20link%20%7C%20ConnectWise%20Documentation&[email protected]/A
nectWise%20Documentation%3A%20https://docs.connectwise.com/ConnectWise_Documentation/090/020/080/020#Account_Type_Definitions)
Web Project
Revenue
Project: Type
Web
Project Revenue
N/A
Linda set up her classes without accounts so that no matter what type of revenue was entered, the class would be set at the group level.
Most of the invoices that Linda processes go to the service revenue account. Linda set up the service revenue at the My Company: Owner
mapping and then entered the exceptions for project revenue in the list.
If you have more than two segments, the same principle can be applied. You can map the location codes at the My Company: Structure level
and the groups at My Company: Groups level, then add in the revenue accounts.
General Ledger Sequence Logic
If you are using more than one segment in your GL mappings, the integration will look for the most granular mapping. In addition, with
multiple segments, you can have a mapping and elect to use one or all segments. Here is an example of the Revenue account type. The
below mapping has two segments available, yet we are only mapping to the class.
? - missing screenshot
In the next screenshot, we are mapping the Revenue for a project type to an account segment.
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The integration will look at all revenue mappings to see if all segments are used. If we use all segments within one mapping, then the
integration will use all segments from here, as in the example below.
%20Table.pdf?stylesheet=default)
20to%20share%20a%20link%20%7C%20ConnectWise%20Documentation&[email protected] Product ID, Inventory, and COGS entries will post based on the most granular setting. For example, if we have the Product ID at the
nectWise%20Documentation%3A%20https://docs.connectwise.com/ConnectWise_Documentation/090/020/080/020#Account_Type_Definitions)
Group level set to Service Product while the Product ID is set to Services at the Product Type level, then the integration will map the Product
ID to the Services item in the accounting package. The mapping is based on the most granular setting, as seen in the below screenshots.
Even if the integration captures all account and class segments, the system will still roll up looking for Product ID, Inventory, and COGS if
they are not set at the lowest level.
The sequence logic for general ledger mappings starts at the lowest level and moves upward to find mapped items. In the example below,
the lowest level for mapping is the work type table reference.
The integration will look at the lowest (or most granular selection) and move upwards until it finds a match with the mapping. In other words,
if there is no Revenue mapping with an individual project item, then the system will look for charge code next. It will move all the up to My
Company: Owner to capture the mappings. It is not required to have a mapping for every level. Your mappings depend on how you have
your accounting package setup.
How Do Items Transfer From Manage to Dynamics GP?
The following table displays how items in Manage transfer to Dynamics GP.
ConnectWise Manage
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GL Accounts Setup Table - ConnectWise
Invoices
Sales > Sales Transaction Entry
Expenses
Purchasing > Payable Transaction Entry
Purchase Orders
Purchasing > Receiving Transaction Entry
Inventory Adjustments
Inventory > Transaction Entry
Inventory Transfers
Inventory > Transfer Entry
How to Set Up the Accounting Package Setup Table
How to Set Up the Accounting Package Setup Table
%20Table.pdf?stylesheet=default)
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How To Sync Payments from the Accounting Package
How to Sync Payment Information from the Accounting Package
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General Ledger Accounts Matrix
Select an Account Type, Table and Record option on the General Ledger Accounts Matrix to learn about each component.
%20Table.pdf?stylesheet=default)
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Setup Table Dependencies Matrix
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ConnectWise has created a matrix that enables you to view the setup tables and their dependencies. Click on the image below to access the
interactive Setup Table Dependencies (https://university.connectwise.com/University/PageView.aspx?short_name=setup-table-dependencymatrix).
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%20Table.pdf?stylesheet=default)
20to%20share%20a%20link%20%7C%20ConnectWise%20Documentation&[email protected](https://university.connectwise.com/University/PageView.aspx?short_name=setup-table-dependency-matrix)
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Key Words: set up agreement additions, map agreement additions, expense external, account type, why don't my invoices have g/l accounts
on them, why don't my invoices have gl accounts on them, gl acc,
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