Steps
- Open Accounting settings. In the back office sidebar, click Accounting, then Settings in the module's top bar.
- Find Map Transactions. The section explains that it sets the default accounts transactions are automatically mapped to.
- Map sales payments. For each payment method (cash, card and any custom methods), choose the Payment account and the Deposit to account, for example Sales against Undeposited Funds or your bank.
- Map purchase payments. Do the same for supplier payments, choosing the account the payment comes from and the account it goes against.
- Save. Save the settings. From now on, each new sale and purchase payment posts to the accounts you chose.
- Map older payments. Go to Accounting › Transactions. On the Sales payments or Purchase payments tab, click Map on a payment and pick its Payment account and Deposit to account.
Choosing the deposit-to account
Card payments usually land in your bank a day or two later, sometimes net of fees. Many owners map card and cash sales to an Undeposited Funds or clearing account, then record the actual bank deposit as a transfer. That way the bank account matches the statement line by line.
If your processor pays out daily and you prefer simplicity, mapping card sales straight to the bank account also works.
Good to know
Changing the defaults affects new transactions only; payments already posted keep their accounts. You can edit a single mapping from Transactions. Accounting is an add-on module. The Accounting item shows in the back office sidebar only when your subscription includes it and your role has the Accounting permissions.
Frequently asked questions
Do I have to map every sale by hand?
No. Set default accounts per payment method in Accounting › Settings › Map Transactions and new sales and purchase payments post automatically. Manual mapping in Transactions is only for older payments or exceptions.
What's the difference between payment account and deposit to?
They are the two sides of the posting. For a sale, one account records the sale side and the other is where the money lands, such as Undeposited Funds or a bank account. Purchase payments work the same way in reverse.
I changed my mapping. Will old sales move?
No. Defaults apply to transactions created after you save them. To change an older payment, open Accounting › Transactions and edit that payment's mapping.