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Link GAUs to GL Codes

Quick Start

🔗 Setting up accounting integration? Connect your GAUs to GL Codes for seamless financial exports.

  1. Select GAU → 2. Map AR/Income/Cash GL Codes → 3. Save mappings → 4. Test with exports

What you'll accomplish: Set up proper accounting integration by linking General Accounting Units to GL Codes for accurate financial reporting and ledger exports in about 10 minutes.

🚀 Quickstart​

  1. Navigate to General Accounting Units and select a GAU
  2. Locate the three GL Code mapping fields
  3. Map AR, Income, and Cash GL Codes using lookup fields
  4. Save and verify the mappings work correctly

⚠️ Before You Start​

📋 Prerequisites Checklist
  • GL Code records are created and configured
  • You have permission to edit GAU records
  • Understanding of your organization's chart of accounts
  • Knowledge of accounting workflow requirements
  • Access to General Accounting Units tab

💡 Understanding GAU to GL Code Mapping​

Why This Matters: GAU to GL Code mapping ensures that financial transactions are properly categorized for:

  • External accounting systems (QuickBooks, NetSuite, etc.)
  • Financial exports and ledger integration
  • Compliance reporting and audit trails
  • Budget tracking and departmental accounting

The Three Mapping Types:

  • AR GL Account - Tracks outstanding invoices and receivables
  • Income GL Account - Records earned revenue when payments are received
  • Cash GL Account - Manages cash flow and deposit accounting

📘 Detailed Instructions​

Step 1: Access GAU Records​

  1. Navigate to General Accounting Units via App Launcher
  2. Choose your approach:
    • Edit existing GAU - Click on GAU name from list
    • Create new GAU - Click "New" and set up basic information first

Step 2: Understand GL Code Mapping Fields​

🏦 GL Code Field Reference
FieldPurposeWhen UsedExample GL Code
AR GL AccountOutstanding invoices/receivablesWhen invoices are created1200 - Accounts Receivable
Income GL AccountRevenue recognitionWhen payments are received4100 - Membership Revenue
Cash GL AccountCash deposits and receiptsDuring payment exports1000 - Cash - Operating

Step 3: Map Each GL Code​

For Each Mapping Field:

  1. Click the lookup icon (magnifying glass) next to the field
  2. Search for the appropriate GL Code by number or name
  3. Select the correct GL Code from results
  4. Verify the selection appears correctly
Mapping Examples

Membership Dues GAU:

  • AR GL Account: 1200 - Accounts Receivable - Members
  • Income GL Account: 4100 - Membership Dues Revenue
  • Cash GL Account: 1000 - Cash - Checking Account

Building Fund GAU:

  • AR GL Account: 1250 - Pledges Receivable
  • Income GL Account: 4500 - Capital Campaign Income
  • Cash GL Account: 1000 - Cash - Checking Account

Step 4: Save and Validate​

  1. Click Save to apply the mappings
  2. Review the GAU record to confirm all mappings are correct
  3. Test with a small transaction or export if possible

✅ How to Know It Worked​

Success Indicators:

  • ✅ All three GL Code fields show the correct codes
  • ✅ GAU record saves without errors
  • ✅ Financial exports include proper GL Code references
  • ✅ Accounting reports show correct categorization

Testing Your Setup:

  • Create a test invoice using the GAU
  • Process a small payment against the invoice
  • Run a financial export to verify GL Code mapping
  • Check accounting reports for proper categorization

🆘 Troubleshooting​

❌ Cannot Find GL Codes

Problem: GL Code lookup shows no results or wrong codes

Solutions:

  • ✅ Verify GL Codes exist and are marked as active
  • ✅ Check your permissions to view GL Code records
  • ✅ Confirm correct object - ensure you're looking for GL Codes, not other records
  • ✅ Ask admin about naming conventions and code structure
❌ Mapping Fields Not Visible

Problem: Cannot see GL Code lookup fields on GAU record

Solutions:

  • ✅ Check page layout - ensure GL Code fields are added
  • ✅ Verify field permissions for your profile
  • ✅ Confirm GAU record type - different types may have different layouts
  • ✅ Ask admin about custom field configuration
❌ Financial Exports Not Working

Problem: GL Codes not appearing in financial exports

Solutions:

  • ✅ Verify export settings include GL Code fields
  • ✅ Check mapping completeness - ensure all three fields are mapped
  • ✅ Test with recent data - old transactions may not reflect new mappings
  • ✅ Review export templates and field mappings
❌ Accounting Integration Issues

Problem: External accounting system not receiving correct codes

Solutions:

  • ✅ Check integration configuration and field mapping
  • ✅ Verify GL Code format matches external system requirements
  • ✅ Test connection between systems
  • ✅ Review sync logs for error messages

💡 Best Practices​

GAU to GL Code Best Practices
  • 📋 Plan Your Structure - Map out your complete chart of accounts before starting
  • 🏷️ Consistent Naming - Use clear, consistent GL Code names for easy lookup
  • 🔍 Regular Audits - Review mappings quarterly to ensure accuracy
  • 📊 Test Exports - Validate mappings with test transactions before going live
  • 📝 Document Mappings - Keep a reference sheet of GAU to GL Code relationships
  • 🔄 Version Control - Track changes to mappings for audit purposes

Common Mapping Patterns:

  • Revenue GAUs - Different income GL codes by revenue type
  • Expense GAUs - Separate GL codes for different cost centers
  • Asset GAUs - Specific codes for capital campaigns and designated funds
  • Receivables - Consistent AR codes across similar GAU types

🔗 Related Actions​