Sales account mapping errors happen when a Point of Sale (POS) account — a Sales Account, Payment Type Account, Job Title, or Paid Out type — is missing a General Ledger (GL) account, or is mapped to the wrong one. This affects how a daily sales summary (DSS) posts to the GL.
Mapping is managed in the Mapping Tool, and the accounts involved are documented in Sales Accounts and the Controllable Profit and Loss Mapping Guide.
Review the DSS GL Account Mapping Report first to identify which accounts are affected before working through the issues below.
Common Mapping Issues and How to Resolve Them
Issue | Cause / Related Setting | Resolution |
|---|---|---|
A newly imported POS sales category or payment type has no GL account assigned. | New items on the POS auto-create new, unmapped Sales Accounts in R365 on an ongoing basis — this is not limited to initial setup. | Map the account from the Unmapped view. Learn more about mapping POS Accounts and Sales Accounts. |
An expected mapping Rule does not automatically apply to a new account. | Default Rules are inactive by default for existing customers and must be activated, and custom Rules must match the account's exact text criteria. | Review and activate Rules, or adjust Rule criteria. Learn more about default rules and creating and editing rules. |
A refund appears to reduce reported sales for the day. | The Sales Account side of a refund is mapped to a GL Account with a Sales GL Type instead of an Operating Expense GL Type. | Correct the mapping, then unapprove and recreate the DSS journal entry. Learn more about mapping refunds. |
A DSS shows a mapping discrepancy, but the specific account is unclear. | Multiple Sales Accounts or Payment Types on the DSS may be unmapped or mismapped. | Run the DSS GL Account Mapping Report to isolate the affected accounts before correcting mappings. |
Sales figures are grouped differently across locations than expected. | The location's Sales Account Import Type setting (Service Type, Revenue Center, or both) determines how Sales Accounts are generated and mapped. | Review the location's import type setting. Lear more about Sales Account Import Types. |
Important Note About Refund Mapping
Mapping the Sales Account side of a refund to a Sales GL Type understates reported sales for that day. Confirm the GL Type before saving a refund mapping.
FAQ
If I fix a mapping error, will it correct sales that already posted with the wrong mapping?
No. Correcting a mapping only affects sales that post after the fix. To update a Daily Sales Summary that already posted with the wrong mapping, recreate the DSS Journal Entry after you fix the account mapping.
I ran the DSS GL Account Mapping Report and the mapping looks correct, but I still see a discrepancy. What do I check next?
Run the DSS Validation Report next. It shows exactly where the Sales Accounts and Payment Types are out of balance for that day, even when the GL account mapping itself is correct.
Does correcting a refund's GL Type fix the DSS totals for the days it already affected?
Not automatically. After you fix the mapping, unapprove the affected Daily Sales Summary and recreate its journal entry so the corrected mapping applies to that day's totals. See Map Refunds for the full process.
Who can fix these mapping errors — does it require a specific role or admin access?
Fixing a mapping in the Mapping Tool requires the View/Edit POS Mapping Tool permission and access to all locations, so this is typically an admin or accounting-team task. See the Security section of Mapping Tool Overview for the exact permission path.
Does changing the Sales Account Import Type re-map my existing accounts, or only new ones?
Changing this setting does not automatically re-map existing accounts. After confirming the change, use the To Do Checklist to map GL accounts to the newly generated POS accounts. See Sales Account Import Types for details.