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Field Mapping-Chart of Accounts – OneSource: Inventory for QuickBooks Online Field Mapping-Chart of Accounts – OneSource: Inventory for QuickBooks Online

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Field Mapping-Chart of Accounts

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Last Updated: 8-6-07

This document explains each column in the @OSImport_ChartOfAccounts_Template.xls file.  The @OSImport_CustomerList_Template.xls file is the file used by you (and your OneSource Data Conversion Manager) to properly map and identify each field of data that you plan to import into OneSource.  For additional help with this document please contact your OneSource Data Conversion Manager at 866-204-4997.

Field Mapping Spreadsheet

Column Name

OneSource Field Type Field Length or Numeric Range Sample Values Default Value

Additional Notes

           

ID

Number 15 12345  

*** IMPORTANT *** No duplicate values allowed. Each GL Account ID must be unique. This ID is the actual value stored in all transactions that use the GL accounts, such as Invoices, Bills, etc.  If you enter a value here, it will be imported.  If you leave it blank, a new unique ID will be automatically created for each account imported.

Company Code

Text 15 Yes, No

True, False

-1, 0

Yes

(This will be filled in by the Data Conversion Manager at OneSource.

Account Type

Number 1-8 1  

*** IMPORTANT – EXACT VALUES REQUIRED*** The number entered here tells OneSource what type of actual account it is.  The following are the ONLY values acceptable:

1=Asset

2=Liability

3=Equity

4=Revenue

5=Cost of Goods Sold

6=Expenses

7=Other Income

8=Other Expense.

Account Sub Type

Number 1-5 1  

*** IMPORTANT – EXACT VALUES REQUIRED*** The number entered here tells OneSource what type of actual “sub” account type it is.  There are certain places in OneSource where the system needs to know if the GL account is (or is not) a particular type of account, such as a Bank Account, an AR account, etc.  The values in this field/column can be left BLANK – EXCEPT for the following 5 sub-account types (which require the exact type numbers to be entered in the fields):

1=Asset type of Account, Cash/Banking Subtype

2=Asset type of Account, Accounts Receivable Subtype

3=Liability type of Account, Accounts Payable Subtype

4=Asset type of Account, Inventory Subtype

5=Liability type of Account, Credit Card Subtype

Account Number

Text 18 101   This is the ‘user friendly’ GL Account Number.  This account number appears in all GL Account drop down boxes and is also printed on all Financial Statements. This can be alpha or numeric and can be changed at any time before or after you GoLive.
Account Description Text 50 Banking Account  

This is the ‘user friendly’ GL Account Number DESCRIPTION.  This account value appears in all GL Account drop down boxes and is also printed on all Financial Statements. This can be alpha or numeric and can be changed at any time before or after you GoLive.

Sub Account Number

Text 8 10   This field is very similar to the Account Number field above and is used for the same purposes.
Sub Account Description Text 50 ABC Checking Account  

This field is very similar to the Account Description field above and is used for the same purposes.

Group Type

Text 1 A  

If you would like to “Group” several accounts together under a particular heading, such as “Current Assets” or “Personnel Expenses” you can use the Chart of Accounts form to create General Ledger Report ‘groups’ with user defined names.  The Group Type is a single alphabetical letter, such as A, B, or C.  The Group Type field works alongside the Group Sequence field (which are numeric numbers identified below).

Group Sequence

Number   10  

This field works in tandem with the ‘Group Type’ field.  For instance, the value here would be a numeric value—which would be used to sort, in ascending order, all items under the A Group Type or B Group Type, etc.  (The Group Type and Group Sequence are defined on the Chart of Accounts form, on the small table on each tab called General Ledger Report Groups).

Cash Flow Group

Text 10 Operating  

The value selected here determine how or where the account will be used to generate the Statement of Cash Flows financial report.  These values are NOT required, but will need to be one of the following values if you want the Statement of Cash Flows to generate properly:

Cash – Any liquid assets, such as your bank accounts.

Operating – Any accounts used in the operation of your business, such as income, expense, cogs, A/R, A/P, and inventory.

Investing – Any business held investments or investments by owners into the business.

Financing – Any financing activities, such as loans to the business, credit cards, or credit lines.

 

Orig GL

Text 50 1001  

If you decide to create a NEW Chart of Accounts with different numbers and names, you can store the ‘old’ account number here for historical retrieval if necessary.

Location Code

Text 15 Corporate   If your chart of accounts will be used to support 2 or more ‘divisions’ in the same data file, please create “divisions” in OneSource first and enter the appropriate Division or Location Code here.
Beginning Balance Currency   $123,456,78  

If you would like to have your initial Beginning Balance auto imported for you, please fill in your beginning balance if applicable.

*** NOTE1: Rows highlighted in Yellow may require unique/key values from another table.

*** NOTE2: In order to provide the most user friendly Field/Column names, the Field Mapping Spreadsheet Column Names do not always match with the actual table field names in OneSource.  ***

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