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Chart of Accounts Mapping Tool

Simplify financial reporting by consolidating GL accounts across multiple systems into a unified master Chart of Accounts.

This article will show you how to:

⚠️In order to access the Chart of Accounts section of the Customer Portal, users need the Chart of Accounts Manager or Account Administrator role. Click here to learn how to manage user roles.

Map GL Accounts to Captions and Sub-Captions (Excel Export)

For larger datasets you may prefer to export all your GL account data to Excel, make updates to Account Types and Captions, and then re-import the dataset back into BUCS. If you prefer to work and make updates from the table view in the Portal, jump to Map GL Accounts to Captions and Sub-Captions (Table View).

  1. Navigate to the BUCS Customer Portal > Data Management > Chart of Accounts. 


  2. Click Export/Import button on the Unmapped Accounts tab.
  3. Click Export GL Accounts. File will be available in your Downloads folder.
  4. Map all GL Accounts to Account Types and Captions. Add Sub-Captions, if applicable.
     
    1. All GL Accounts are required to have an Account Type and Caption.
    2. If applicable, populate the Sub-Caption, EBITDA and Other Assignment fields which provide additional classifications that can be used in reporting.

            

      ⚠️IMPORTANT: Do not add or delete columns or rows. Only update columns G-K. Making other changes to the file may cause the format to break and fail to upload.

      ℹ️ TIP: Use Excel's bulk editing tools like filters, drag and populate, find and replaces and formulas for faster updates.

  5. Save the Excel file and Upload file through the Chart of Accounts tool.
  6. Navigate to the Mapped Accounts tab to review your changes or make edits. 

Map GL Accounts to Captions and Sub-Captions (Table View)

  1. Navigate to the BUCS Customer Portal > Data Management > Chart of Accounts. 

  2. On the Unmapped Accounts tab, map all GL Accounts to Account Types and Captions. Add Sub-Captions, if applicable.
     
    1. All GL Accounts are required to have an Account Type and Caption.
    2. If applicable, populate the Sub-Caption, EBITDA and Other Assignment fields which provide additional classifications that can be used in reporting.

      ℹ️ TIP: Use filters to narrow the dataset down to specific records.

  3. Your changes are saved automatically. Click Refresh to update the table view and move mapped records to the Mapped Accounts tab.

Edit GL Accounts After They are Mapped

  1. Click on the Mapped Accounts tab to review GL Account Mapping or make edits.
  2. Click the arrows to expand the Account Type and Captions to view which GL Accounts roll up to each.

  3. If you need to edit a record that has been mapped, click the Edit icon. and make the necessary changes. 

    1. An edit window will appear. Make your edits and click Save.
  4. To make bulk edits, click the Export/Import button to export the dataset to Excel.
    1. Click Export GL Accounts. File will be available in your Downloads folder.
    2. Make Edits in Excel.
       
    3. Save the Excel file and Upload file through the Chart of Accounts tool.

Assign Retained Earnings Account

  1. After GL Accounts are mapped, navigate to the Assign Retained Earnings tab.

  2. Assign a Retained Earnings account for each data connection. All income statement activity will be closed to the account selected.

  3. Click Save.