Adjusting the mapping between your accounting solution and LivePlan Follow

Mapping is the process of associating your accounting solution's chart of accounts with the corresponding forecast categories in LivePlan. Once these two sets of data have been mapped together, you'll be able to see a side-by-side comparison in the Dashboard. 

Note: The mapping interface is only accessible if you are connected to an accounting solution. Also, it's important to know that the account owner and any contributors who have access to the Dashboard can make changes to mapping. 

If you started a company file by connecting LivePlan with your accounting solution, then the software automatically created a starting set of forecast categories for you. It also mapped those forecast categories to your accounting solution's chart of accounts, so that the two sets of data can be compared side by side.

Note: If your chart of accounts contains any accounts that don't have data in them, LivePlan will ignore those accounts during the import.

If you later make changes in your chart of accounts or your LivePlan forecast, then you'll need to update the mapping between them so your data comparison stays accurate. 

 

Mapping your accounting solution to LivePlan

  1. Make sure you are successfully connected to either QuickBooks Online, QuickBooks Desktop, or Xero.
  2. Under the Dashboard tab, click the Mapping link:
    dashboard_new.png
  3. On the mapping view, the account categories for mapping are listed in the sidebar of the page. Click the one you'd like to map first:
    mapping_categories.png
  4. Your accounting solution's chart of accounts will be listed in the left-hand column under the Map this account
  5. In the right-hand column, click the Choose a destination link next to the account you want to map:
    choose-a-destination-new.jpg
  6. From the dropdown menu that appears, select the LivePlan forecast category that you want to map to this account: 
    mapping-qbo-choosedest.png
     
  7. Your selection will be applied immediately.

 

To change a mapping:

  1. Click on the list box next to the account whose mapping you want to edit:
  2. Make a new selection from the list box. Your change will be applied immediately.

Updating mapping after changing your chart of accounts

If you make changes to your chart of accounts in your accounting solution, such as adding, removing, or re-naming accounts, then you'll need to re-sync your accounting solution with LivePlan.

  1. In the Dashboard tab, click the Sync menu. Then select Sync with QuickBooks or Xero:
    sync_with_accounting.png
  2. After re-syncing, click the Mapping link to go to the Mapping page:
    dashboard_new.png
  3. Your updated chart of accounts should now appear on the left side of the Mapping page:
    mapping_page.png
  4. At this point, you can use the drop down menus on the right side of the page to make any adjustments to the forecast categories connected to your chart of accounts:
    adjusting-mapping-forecast.gif
  5. Click the Continue button at the bottom of the page:
    adjust-mapping-continue.png
  6. Proceed through the remaining pages of the mapping interface:
    adjusting-mapping-categories.png
  7. At the bottom of the Equity page, click I'm Done to save your changes:
    adjusting-mapping-im-done.png

 

Updating mapping after changing your LivePlan forecast

If you have added, removed, or re-named any of the categories in your LivePlan forecast, then you may need to update the mapping between these and your accounting solution's chart of accounts.

  1. In the Dashboard tab, click the Mapping link to go to the Mapping page:
    dashboard_new.png
  2. The drop-down menus on the right side of the page represent your forecast categories. Click on any of these menus to update how these forecast categories are mapped to your accounting solution's chart of accounts:
    adjusting-mapping-forecast.gif
  3. Click the Continue button at the bottom of the page:
    adjust-mapping-continue.png
  4. Proceed through the remaining pages of the mapping interface:
    mapping_pages.png
  5. At the bottom of the Equity page, click I'm Done to save your changes:
    adjusting-mapping-im-done.png

  

Adding revenue streams, direct costs, or expenses during mapping

While you are mapping your accounts, you may discover that a revenue stream or expense exists in your accounting solution's chart of accounts that doesn't exist in your LivePlan forecast yet. This is no problem. You can add the revenue stream or expense from the mapping screen instead. However, don't forget that you'll need to go back into your Forecast tab later and enter the data for that added revenue stream or expense.

    1. Next to the account that you want to map to the new revenue stream or expense, click Choose a destination.
    2. From the list box, choose Add new revenue stream (or Add new expense, if you are on the Expenses tab):
      quickbooks-add-from-mapping.jpg
    3. In the overlay that appears, enter a name for the new revenue stream or expense:
      add new revenue map new.png#asset:772
    4. Click Add.
    5. The newly added revenue stream or expense will be automatically mapped to the desired account in your accounting solution.
    6. Remember to go back into your Forecast tab to enter the data for this revenue stream or expense.

Notification of unmapped accounts

If you've already mapped your accounts, and then you add a new account to your accounting solution, LivePlan will notify you with a banner that you have unmapped accounts:

unmapped_accounts.png

Note: LivePlan will also notify you with this banner if you started the mapping process but didn't complete it. 

 

There are two options to choose from here:

  • If you want to review the accounts that are unmapped, click review and map them now.
  • If you want to set all of the unmapped accounts to Ignore, click ignore all currently unmapped accounts.

When you go to the mapping interface to review your unmapped accounts, you will see all unmapped accounts displaying in red. Map these to an account, or to Ignore:

scoreboard-unmapped-accts-indiv.png

Once you map any unmapped accounts to the appropriate LivePlan data, the banner will be dismissed and the sidebar will return to normal.

 

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