This article outlines General Steps for Mapping. Anytime a new item is added, ie new payment type, product, tax or fee. You must create and map item in QuickBooks first, then in EverLogic.
The illustration below shows how your daily transactions in EverLogic are integrated in QuickBooks. This information streams from the EverLogic Map Code to the QuickBooks Item set in the Map Code, which is tied to the QuickBooks Account. Think of it as a long "if then" statement, "if this, then that" repeated over a bunch of times. It is helpful to keep this illustration in mind when navigating this process.
The following steps will help you achieve your goal.
IMPORTANT: EverLogic can be mapped to QuickBooks Online or Desktop versions.
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- QuickBooks Online - minimum requirement of Plus or higher
- QuickBooks Desktop - requires Pro Edition or better
REMINDER: If you are using QuickBooks Desktop, be sure to have it open on the workstation to map EverLogic to QuickBooks and anytime you transmit data to QuickBooks from EverLogic.
Mapping in QuickBooks
1. Identify what needs to be mapped and determine what QuickBooks Account will be impacted, consider the questions below;
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- Is it a payment type or a new or used inventory item or a new back-end product or a type of labor?
- What do you want the funds for this item to be given to or taken from within the Chart of Accounts?
- Which account will be increased or decreased within the Chart of Accounts?
- Is this an Expense related to the product? Is this a form of Income? Can this be categorized as an asset for the company?
IMPORTANT: If you are not sure which account to use, please contact your Accountant, your CPA, or the EverLogic Virtual CFO for assistance.
2. Go to the Gear Icon in top-right corner and select Products and Services
3. Click New to create a new Item- QBO: Select Non-Part
4. Assign a Name for the Item (Be mindful of the exact naming convention, this is what will need to be mapped later in EverLogic.)
5. Select Income Account; choose the account within the Chart of Accounts the Item needs to link to
6. Check-mark the Purchasing Information Box, to ensure anything related to this Item is directed to the accounts within the Chart of Accounts selected
7. Select the Expense Account, choose the same option as the Income Account selected
8. Save and Close
Mapping in EverLogic
1. Navigate to the Office Operations Tab and select Set Map Codes
2. Locate the Item to map and click the plus symbol to the left of the line Item, to expand the list
TIP: Drag and drop the Found Where Button down into the grid area, to view all Map Codes in an alphabetical list. Different Map Codes related to the Item being mapped may exist in more that one line item.
3. Click the drop-down arrow in the QuickBooks Item Column and fill-in the blanks, use the drop-down menus to select the QuickBooks Account, you need this Item mapped to.
NOTE: The pop-up window may be different, based on the type of Item you are mapping.
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- Products require all three, Asset, Income and COGS Accounts, to function properly.
4. Click OK
5. Type the Reason, at least a 10 characters, then click Record
6. Click Save, the item is now mapped and will communicate with QuickBooks during posting
NOTE: Log out of EverLogic to accept these changes.
TIP: Test this mapping with the next EOD, which includes the newly mapped Item.
Related Articles:
Import the QuickBooks Chart of Accounts and Item List
Mapping Vehicle Type in QuickBooks
Import the QuickBooks Chart of Accounts and Item List
Part Categories: Item Level Mapping
List Unposted End of Day (EOD)
List Unposted Curtailments / Interest
List Unposted POs (Purchase Orders)
Accounting for Trades on a Deal