Establishing Account Mappings

Account mappings allow transactions within Projector to be routed to the proper accounts within the accounting system. The account interface mappings spreadsheet, available upon request, presents the complete list of accounts Projector is aware of and allows easy mapping of those accounts to the chart of accounts. The account mappings are entered in several different entities within Projector:

Company (inter-company accounts)
Cost Center (AR, Deferred Revenue, AP, Cash Advance, AP Clearing, VAT Receivable, FX Variance)
Engagement Type (Time Revenue, Time and Cost WIP)
Expense Type (Direct Cost, Operating Expense, Cost Revenue, Soft Cost Clearing)
Vendor (Vendor Reconciliation)
Tax Type (Tax Account)

Each mapping can require one or more of the following:

Account/Item
Often, this is just the account number from the chart of accounts. For accounts used in AR transactions, some accounting systems such as QuickBooks require specification of an AR Item instead of an account number. In these cases, the accounting system has an internal mapping from the item to an account number, and may associate additional information with the item, such as its tax status.
Cost Center
This indicates the part of the organization with which the transaction is associated. In many accounting systems this is called the cost center while in QuickBooks it is called the class. Specifying the cost center is optional for some accounting systems, including QuickBooks (especially if classes are not in use).

For an explanation of the mapping fields associated with each entity, please refer to the accounting interface mapping spreadsheet. See the chapter on Configuring the Accounting System Integration for additional topics.

Fields imported from Projector may be too long for QuickBooks to handle. In these cases the data will be truncated and you will be warned. To avoid truncation of data please shorten the fields in Projector. Details regarding field names can be found here.

Synchronizing Payment Terms

The built-in interfaces to QuickBooks and Great Plains require that the payment terms for each transmitted invoice (in the AR transaction) match the one of the payment terms defined in the accounting system. This generally does not need to be changed once initially set up. See the section on Configuring the Accounting System Integration for additional topics.

Synchronizing Clients and Vendors

To send AR transactions to the accounting system, the clients to which the invoice was issued needs to exist within the accounting system (called customers in QuickBooks) as well. Similarly, the resources that submitted expense reports need to exist in the accounting system (called employees or vendors in QuickBooks) in order to transmit AP transactions. The pre-built QuickBooks interface provides a mechanism to synchronize clients with customers and resources with employees and vendors, and Projector's web services can be used for the same purpose for other systems.

See the section on Configuring the Accounting System Integration for additional topics.