QuickBooks Mapping Screen

07 Jan 2025
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QuickBooks Mapping Screen

Updated on 07 Jan 2025
8 Minutes to read

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This article is part of the QuickBooks Online (QBO) integration and covers the QuickBooks mapping screen including all the tabs.

The QuickBooks mapping screen is where users can manage the mapping for GL Account, Vendors, Items, Locations, and POS connections for the integrations between QuickBooks Online (QBO) and R365.

Users are prompted to save changes when switching QBO companies or navigating between tabs, as each tab must be saved individually.

In Beta

This feature is in beta. Contact your CSM to learn more.

QuickBooks Mapping Screen

The QuickBooks mapping screen defaults to the GL Accounts tab where users can manage the mapping of R365 GL accounts to QBO GL accounts.
From this screen, users can access additional tabs to manage all of the QBO integration mapping.

Buttons and Fields

	Button/Field	Description
1	Save button	Saves the changes made on the current screen.
2	Help	Displays articles containing helpful information about the page.
3	Expand/Collapse	Expands the page to full-screen view or collapses the page to view as a sidesheet.
4	Close	Closes the Connection Mapping page.
5	GL Accounts tab	Opens the GL Accounts tab where users can manage the mapping of R365 GL accounts to QBO GL accounts.
6	Vendors tab	Opens the Vendors tab where users can manage the mapping of R365 vendors to QBO vendors.
7	Items tab	Opens the Items tab where users can can manage the mapping of R365 items.
8	Locations tab	Opens the Locations tab where users can manage the mapping of R365 locations to QBO companies and classes.
9	POS tab	Opens the POS tab where users can access the POS Mapping tool.
10	QBO Company dropdown	Opens a drop down where users can select the QBO company to display results for.

QBO GL Account Mapping Screen

The GL Accounts tab is where users can manage the mapping of R365 GL accounts to QBO GL accounts.
From this screen users have the ability to add, map, or update GL accounts.

Buttons/Fields

	Button/Field	Description
1	Save button	Saves the changes made on the current screen.
2	GL Accounts tab	Displays the current tab selection.
3	Search	Filters the table to display rows that contain data matching the search criteria.
4	+ GL Account	The GL Account creator allows users to add a R365 GL account or external (QBO) GL account. R365 GL Account: Requires a GL Account Name, Number, and GL Type. QBO External Account: Requires a Name, Number, GL type, and a Sub-Type (if needed) Once a new GL Account is saved, it will be automatically added / updated in QuickBooks.
5	Filter	Opens the Filter Columns dialog box where users can filter the mapping table by applying conditions to specified columns.
6	All	When selected, all GL accounts are displayed.
7	Mapped	When selected, only mapped GL accounts are displayed.
8	Unmapped	When selected, only unmapped GL accounts are displayed.
9	QBO Company dropdown	Opens a drop down where users can select the QBO company to display results for.

Columns

Column Name	Description
GL Account	Displays R365 GL accounts. Users can click the hyperlink to open the GL account record.
GL Type	Displays the R365 GL type assigned to the GL account. Users can click the hyperlink to open the GL type record.
External Account	Displays the external account (sourced from QBO) that has been mapped to the R365 GL account. Users can click the dropdown to select from a listing of all QBO accounts and map accounts or update existing mapping. When an External Account is mapped to an R365 GL Account, the Source Linkwill be enabled, allowing the User a direct link to their Chart of Accounts in QuickBooks

Column Name

Description

GL Account

Displays R365 GL accounts.

Users can click the hyperlink to open the GL account record.

GL Type

Displays the R365 GL type assigned to the GL account.

Users can click the hyperlink to open the GL type record.

External Account

Displays the external account (sourced from QBO) that has been mapped to the R365 GL account.

Users can click the dropdown to select from a listing of all QBO accounts and map accounts or update existing mapping.

When an External Account is mapped to an R365 GL Account, the Source Linkwill be enabled, allowing the User a direct link to their Chart of Accounts in QuickBooks

QBO Vendor Mapping Tab

The Vendors tab is where users can manage the mapping of R365 Vendors to QBO vendors.
From this screen users have the ability to add, map, or update vendor mapping.

Buttons/Fields

	Button/Field	Description
1	Save button	Saves the changes made on the current screen.
2	Vendors tab	Displays the current tab selection.
3	Search	Filters the table to display rows that contain data matching the search criteria.
4	+ Vendors	The vendor creator allows users to add a R365 vendor.
5	Filter	Opens the Filter Columns dialog box where users can filter the mapping table by applying conditions to specified columns.
6	All	When selected, all vendors are displayed.
7	Mapped	When selected, only mapped vendors are displayed.
8	Unmapped	When selected, only unmapped vendors are displayed.
9	QBO Company dropdown	Opens a drop down where users can select the QBO company to display results for.

Columns

Column Name	Description
Vendor	Displays R365 vendors. Users can click the hyperlink to open the vendor record.
Vendor #	Displays the R365 vendor number assigned to the vendor. Users can click the hyperlink to open the vendor record.
External Vendor Name	Displays the external vendor name (sourced from QBO) that has been mapped to the R365 vendor. Users can click the dropdown to select from a listing of all QBO vendors and map accounts or update existing mapping. When an External Account is mapped to an R365 GL Account, the Source Linkwill be enabled, allowing the User a direct link to their vendor list in QuickBooks

Column Name

Description

Vendor

Displays R365 vendors.

Users can click the hyperlink to open the vendor record.

Vendor #

Displays the R365 vendor number assigned to the vendor.

Users can click the hyperlink to open the vendor record.

External Vendor Name

Displays the external vendor name (sourced from QBO) that has been mapped to the R365 vendor.

Users can click the dropdown to select from a listing of all QBO vendors and map accounts or update existing mapping.

When an External Account is mapped to an R365 GL Account, the Source Linkwill be enabled, allowing the User a direct link to their vendor list in QuickBooks

QBO Items Tab

The Items tab is where users can manage item mapping.
From this screen users have the ability to review items and assign or update item cost and inventory accounts.

Buttons/Fields

	Button/Field	Description
1	Save button	Saves the changes made on the current screen.
2	Items tab	Displays the current tab selection.
3	Search	Filters the table to display rows that contain data matching the search criteria.
4	Filter	Opens the Filter Columns dialog box where users can filter the mapping table by applying conditions to specified columns.
5	All	When selected, all item are displayed.
6	Mapped Inv	When selected, only items that are mapped to inventory accounts are displayed.
7	Mapped Cost	When selected, only items that are mapped to cost accounts are displayed.
8	Unmapped Inv	When selected, only items that are not mapped to inventory accounts are displayed.
9	Unmapped Cost	When selected, only items that are not mapped to cost accounts are displayed.

Columns

Column Name	Description
Name	Displays R365 item names. Users can click the hyperlink to open the item record.
Type	Displays the item type: Purchased Recipe Catering Sales (Sell only) Users can click the hyperlink to open the item record.
Item Category 1	Displays the item category 1 assigned to the item.
Item Category 2	Displays the item category 2 assigned to the item.
Item Category 3	Displays the item category 3 assigned to the item.
Active	Displays the active status of the item. Either active or inactive.
Item Cost Account	Displays the R365 GL Account assigned as the item cost account for the item in the row. Users can click the dropdown to select from a listing of all R365 accounts and map accounts or update existing mapping.
Item Inventory Account	Displays the R365 GL Account assigned as the item inventory account for the item in the row. Users can click the dropdown to select from a listing of all R365 accounts and map accounts or update existing mapping.

QBO Locations Tab

The Locations tab is where users can manage location mapping.
From this screen users have the ability to review locations and map them to their associated QBO companies in classes.

Buttons/Fields

	Button/Field	Description
1	Save button	Saves the changes made on the current screen.
2	Locations tab	Displays the current tab selection.
3	Search	Filters the table to display rows that contain data matching the search criteria.
4	Filter	Opens the Filter Columns dialog box where users can filter the mapping table by applying conditions to specified columns.
5	All	When selected, all locations are displayed.
6	Mapped	When selected, only locations that are mapped to QBO companies and classes are displayed.
7	Unmapped	When selected, only locations that are not mapped to QBO companies and classes are displayed.

Columns

Column Name	Description
Name	Displays R365 location names. Users can click the hyperlink to open the location record.
Number	Displays the R365 location number. Users can click the hyperlink to open the location record.
QBO Company	Displays the QuickBooks Online company tied to the location. Users can click the dropdown to select from a listing of all linked QBO companies.
External Class	Displays the QuickBooks Online class assigned to the location. Users can click the dropdown to select from a listing of all QBO classes and map locations or update existing mapping. When an External Class is mapped to an R365 location, the Source Linkwill be enabled, allowing the User a direct link to their class list in QuickBooks.

QBO POS Mapping tab

The POS tab contains open the POS Mapping Tool where R365 will automatically map Sales and Payment Type accounts, Job Titles, and Paid Out Types according to user and system created rules. Learn about the POS Mapping Tool.

The POS Mapping tabs has two sub tabs within it, POS Accounts and Rules.

POS Accounts Tab

The POS Accounts tab displays the POS accounts coming over from the POS integration with options to view by mapped/unmapped or by account type.

Users can click into a specific row in the table to open, review and revise the selected pos account mapping.

Buttons/Fields

	Button/Field	Description
1	Save button	Saves the changes made on the current screen.
2	POS tab	Displays the current tab selection.
3	POS Accounts	Opens the POS Accounts tab where users can view information coming over from the POS and map to their desired GL Accounts.
4	Rules	Opens the Rules Tab where users can view all rules that have been created for POS mapping.
5	All	When selected, all POS accounts are displayed.
6	Unmapped	When selected, only POS accounts that have not been mapped to GL accounts are displayed.
7	Mapped	When selected, only locations that are mapped to GL accounts are displayed.
8	Sales	When selected, only sales accounts will be displayed.
9	Payment	When selected, only payment type accounts will be displayed.
10	Job	When selected, only job titles will be displayed.
11	Search	Filters the table to display rows that contain data matching the search criteria.
12	Refresh	Refreshes the table view.

Columns

Column Name	Description
Type	Displays the POS account type: Job Title Payment Type Account Sales Account Sales Account Type
Name	Displays the name of the account type. This information comes from the POS integration and cannot be changed in R365.
GL Account	Displays the R365 GL account that the POS account has been mapped to.
Source DSS	Displays the DSS associated with the first use of the pos account.

Rules Tab

The rules tab displays all user and system generated rules. Users can review, edit, and add new rules in this tab. Users can click into a specific row in the table to open, review and revise the selected rule.

Buttons/Fields

	Button/Field	Description
1	Save button	Saves the changes made on the current screen.
2	POS tab	Displays the current tab selection.
3	Rules	Displays the current subtab selection.
4	Search	Filters the table to display rows that contain data matching the search criteria.
5	Refresh button	Refreshes the table view.

Columns

Column Name	Description
Select	Selects one or all rows for edits.
Type	Displays the POS account type associated with the row. Job Title Payment Type Account Sales Account Sales Account Type
Status	Displays the current status of the rule in the row: Active or inactive.
Rule	Displays the conditions of the rule.

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What's Next

Smart Safe Integration

Table of contents

QuickBooks Mapping Screen
QBO GL Account Mapping Screen
QBO Vendor Mapping Tab
QBO Items Tab
QBO Locations Tab
QBO POS Mapping tab