> For the complete documentation index, see [llms.txt](https://knowledge.rollcredits.io/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://knowledge.rollcredits.io/accounting-sync/configure.md).

# Map accounts for accounting sync

Choose the payment accounts, expense accounts and classes RollCredits uses when it syncs transactions to QuickBooks Online.

Use the Configure page to tell RollCredits which accounts and classes in your accounting system to use when it syncs transactions. Owners and Super Admins open it from **Configure** on **Accounting Sync > Setup**.

{% hint style="info" %}
If your company uses accounting sync, **Accounting Sync** is in the sidebar. You need a connected accounting system before you can configure it. See [Connect your accounting system](/accounting-sync/accounting-sync/connect.md).
{% endhint %}

Some settings cover the whole company and some cover only the production you're working in:

* **Whole company:** the **Payment Accounts** tab, the **Default Expense Account (Optional)**, and the **Credit Card Mappings** tab.
* **This production only:** the expense account mappings and the class mappings. To map another production, [switch to it](/getting-started/switch-projects.md) and open the Configure page again.

## Open the Configure page

1. In the sidebar, select **Accounting Sync**, then the **Setup** tab.
2. On the **QuickBooks Online** card, select **Configure**.

The page opens as **Configure QuickBooks Online**, with the tabs **Payment Accounts**, **Expense Accounts**, **Classes** and **Credit Card Mappings**. RollCredits also opens it right after you connect. If payment accounts aren't set up yet, the **Configure payment accounts** link in the warning on the **Needs Sync** and **Skipped** tabs opens it too.

Select **Back** to return to Accounting Sync.

If the card on **Setup** shows **Reconnect** instead of **Configure**, reconnect first. See [Connect your accounting system](/accounting-sync/accounting-sync/connect.md).

## Check the connection status

A banner at the top of the page shows the connection's status and refreshes on its own:

* **Connection Ready**: the connection works. The banner shows when it last synced.
* **Syncing Data**: the first sync is still running. Account mappings are available once it finishes, which can take a few minutes.
* **Update Required**: reconnect to update the connection. Your mappings are kept.
* **Connection Disabled**: the banner shows the reason. If you can't fix it, contact RollCredits support.
* **Connection Unhealthy**: the banner suggests disconnecting and reconnecting. Disconnecting deletes everything set up on this page, so read [Connect your accounting system](/accounting-sync/accounting-sync/connect.md) first.

When the banner shows **Reconnect**, select it and sign in again in the tab that opens, the same way as from the **Setup** card (see [Reconnect](/accounting-sync/accounting-sync/connect.md#reconnect)). The banner updates when you come back to the Configure page.

## Set payment accounts

Payment accounts are the accounts payments are made from.

1. On the **Payment Accounts** tab, choose a **Default Account**.
2. If you want, choose an **Invoice Account (Optional)**, a **P-Card Account (Optional)** and an **Other Expenses Account (Optional)**.
3. Tick or clear **Require Customer/Project Matching**.
4. Select **Save Payment Accounts**. If payment accounts were saved before, the button reads **Update Payment Accounts**.

Each transaction uses the most specific account you've set:

* **Invoices:** the Invoice Account, otherwise the Default Account.
* **P-Card transactions:** the card's account on **Credit Card Mappings**, otherwise the P-Card Account, otherwise the Default Account.
* **Other expenses:** the Other Expenses Account, otherwise the Default Account.
* **Journal entries:** the Other Expenses Account, otherwise the Default Account.

{% hint style="warning" %}
Nothing can be pushed to your accounting system until a Default Account is saved. The save button stays greyed out until you choose one. The payment account is set when a transaction first syncs, so changing these accounts later doesn't change transactions that are already synced.
{% endhint %}

**Require Customer/Project Matching:** RollCredits looks for a customer/project in your accounting system whose name is close to the production's name and puts it on each synced line. With the box ticked, a transaction fails to sync unless its production matches a customer/project, matches a class by name, or has a **Whole production** mapping on the **Classes** tab. Failed transactions show under **Missing Customer/Project Mapping** in the **Sync Results** window. See [Sync transactions to your accounting system](/accounting-sync/accounting-sync.md).

If RollCredits can't find any accounts in your accounting system, the tab shows **No payment accounts found** instead of the form. Check the banner: wait for a first sync to finish, or fix the connection, then come back.

## Set a default expense account

Expense accounts are the accounts expenses are recorded to. The default expense account is a fallback for lines RollCredits can't match to an account.

1. On the **Expense Accounts** tab, choose an account in **Default Expense Account (Optional)**.
2. Select **Save Default Account**.

When it's set, lines that don't match an account are coded to it instead of failing to sync. Transactions with no budget category use it too. To stop using it, select **Remove**. This takes effect right away, and unmatched lines fail to sync again.

## Map budget items to expense accounts

1. On the **Expense Accounts** tab, select **Add Mapping** to open **Add Account Mapping**.
2. In **Budget Item**, type to find a budget category or section.
3. In **Accounting System Account**, choose one of your accounting system's expense accounts.
4. Select **Save Mapping**.

The mapping appears in the table with its **Budget Line Item** and **Account**. Each budget item can have only one mapping. Mapping a section covers every category in it that doesn't have its own mapping.

For each line of a transaction, RollCredits picks the expense account in this order:

1. A mapping for the line's budget category, or for the nearest section above it that has one.
2. An active expense account whose number matches the category's code, or whose name matches the category's name. If nothing matches, RollCredits checks the sections above it the same way.
3. The default expense account, if you set one.

If none of these finds an account, the transaction fails to sync and shows under **Missing Expense Category Mappings** in the **Sync Results** window.

To change a mapping's account, select the **...** menu at the end of its row, select **Edit**, choose a new **Accounting System Account** and select **Update Mapping**. You can't change the budget item. To map a different item, delete the mapping and add a new one. To delete a mapping, select **Delete** in that menu, then select **Confirm**.

## Map custom columns to classes

Class mappings put a class from your accounting system on synced lines. The custom columns here are the custom fields your company sets up on [Company > Custom Fields](/company/custom-fields.md).

1. On the **Classes** tab, select **Add Mapping** to open **Add Class Mapping**.
2. In **Applies To**, choose one:
   * **Lines with a value in a custom column**, then choose the column in **Custom Column**. Each column shows its table in parentheses: **TRANSACTIONS** for whole transactions or **TRANSACTION\_LINE\_ITEMS** for a transaction's line items.
   * **Whole production**, for every line that no custom column mapping covers. It's offered only until the production has one.
3. In **Class**, choose the class.
4. Select **Save Mapping**.

The table lists each mapping's **Custom Column** (or **Whole production**), **Table** and **Class**.

How a line gets its class:

* A line gets the class mapped to a custom column it has a value in. A column on the transactions table counts for every line of that transaction. An unticked checkbox doesn't count as a value.
* A line gets one class. If it has values in more than one mapped column, only one of those classes is used.
* Otherwise, it gets the **Whole production** class. Without one, it gets the class whose name is close to the production's name, if there is one.

Each custom column can be mapped once per production. Adding it again shows "Failed to create mapping", so edit the existing mapping instead.

To change a mapping's class, select the **...** menu at the end of its row, select **Edit**, choose a new **Class** and select **Update Mapping**. **Applies To** can't be changed. To delete a mapping, select **Delete** in that menu, then select **Confirm**.

## Map cards to payment accounts

Credit card mappings send one card's P-Card transactions to its own payment account. They apply to every production in the company.

1. On the **Credit Card Mappings** tab, select **Add Mapping** to open **Add Credit Card Mapping**.
2. In **Card Last 4 Digits**, enter the card's last four digits. It must be exactly 4 digits.
3. In **Payment Account**, choose the account.
4. Select **Save Mapping**.

The table shows each card's **Card Last 4** (for example, `****1234`) and its **Payment Account**. Each card number can be mapped once. Cards without a mapping use the P-Card Account on the **Payment Accounts** tab, or the Default Account if no P-Card Account is set.

To change a mapping, select the **...** menu at the end of its row, select **Edit**, change the **Card Last 4 Digits** or the **Payment Account**, and select **Save Changes**. To delete one, select **Delete**, then select **Confirm**. Transactions from that card that sync afterwards use the P-Card Account, or the Default Account.


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