A Crosswalk occurs during Implementation when you determine how to map your Legacy accounts in R365. The system then pulls in the transactional data tied to these Legacy accounts. It pulls data from as many prior years as your Sales Contract specifies.
Your Data Import Specialist works with you to create a Crosswalk file of your Legacy accounts and any potential mappings to your R365 accounts. You then review this file and finalize any outstanding mappings.
Use the following steps to complete your file correctly and import it successfully.
Crosswalk File Fields
Column | Description | |
|---|---|---|
1 | Legacy Account | The account as it was identified within your Legacy system |
2 | Legacy Number | The number associated with the Legacy account, if any |
3 | Legacy Name | The name of the Legacy account |
4 | R365# | The number associated with the R365 account |
5 | R365 Name | The name of the R365 account |
6 | GL Type | The GL Type tied to the account |
7 | Review Notes | A list of the necessary steps to take and information to know while completing the Crosswalk |
8 | Active Crosswalk Sheet | This is the first sheet on the file that contains the mapping of accounts from your Legacy system to R365 |
9 | R365 COA Sheet | This is the second sheet in the file that contains the account name, account number, and GL Type associated with each R365 account. Review this listing to help determine your mapping on the Active Crosswalk sheet (#8) |
Complete the Crosswalk
Open the Crosswalk file and follow the steps below to complete the Crosswalk:
Click steps to expand for additional information and images.
1) Review already mapped accounts to confirm they are correct.
If you need to update an account, review the 'R365 COA Sheet' and find the correct R365 account number. Then, enter that number into the 'R365#' column in the 'Active Crosswalk Sheet'. The system automatically updates the 'R365 Name' and the 'GL Type' columns.
2) Enter any missing accounts.
Once more, review the 'R365 COA Sheet' to find the correct R365 account. Then, enter that number into the 'R365#' column in the 'Active Crosswalk Sheet'. The system automatically updates the 'R365 Name' and the 'GL Type' columns.
Do not delete any duplicate accounts. Rather, ensure that the duplicate account has the same 'R365#'. This way, when you import the file, only one account appears in the system.
Create additional accounts as needed. To do this, go into your R365 instance and create a new GL account. Then return to the Crosswalk file and enter the new GL Account's number into the 'R365#' column. The 'R365 Name' and the 'GL Type' columns do not update automatically. The import still succeeds, as long as you create the account in R365 before you import this file.
Multiple Legacy accounts can be mapped to one R365 account. Multiple accounts can be combined into one account in R365. However, one Legacy account cannot be mapped to multiple R365 accounts.
Ensure that each GL Type is set up correctly. To do this, match Legacy balance sheet accounts (Assets, Liabilities, and Equity) to Balance Sheet accounts in R365. Match Legacy P&L accounts (every other type of account) to P&L accounts in R365.
3) Review the entire file for any incorrect mappings.
It is important that all accounts are mapped correctly for a successful import. If the file is not completed correctly, it will delay when the import project is complete.
FAQ
I have duplicate Legacy accounts in the Crosswalk — should I delete them?
No — don't delete duplicate accounts. Instead, give each duplicate the same R365# so only one account appears in R365 after import. Learn more about the GL Account record.
Can I map one Legacy account to multiple R365 accounts?
No. Multiple Legacy accounts can be combined into one R365 account, but a single Legacy account can't be split across multiple R365 accounts. Learn more about the GL Account record.
I need to add a GL Account that doesn't exist in R365 yet — what order do I do things in?
Create the new GL Account in your R365 instance first, then enter its account number in the Crosswalk's R365# column. The Name and GL Type columns won't auto-update for it, but the import will still succeed as long as the account already exists in R365 before the file is imported. Learn more about creating a GL Account record.
How do I know if I've matched GL Types correctly?
Match Legacy Balance Sheet accounts (Assets, Liabilities, Equity) to Balance Sheet accounts in R365, and match every other Legacy account type to P&L accounts in R365. Learn more about GL Types.
I found a mapping error after go-live — is this the same as the Crosswalk?
No. The Crosswalk applies only during Implementation, when Legacy accounts are first mapped to R365. For POS Sales Account or Payment Type mapping errors found after go-live, see Troubleshoot POS-to-GL Sales Account Mapping Errors.