Set Up Your Chart of Accounts and GL Mapping

GL mapping is the core of the accounting integration, and the part worth spending setup time on. You do it once, and Vori reuses it for every daily entry and every invoice after that. It works the same way whether you’re connected to QuickBooks Online, QuickBooks Desktop, or Xero. Vori pulls your chart of accounts directly from your accounting system and lets you map those accounts to your Vori data. You’re creating the relationship between what something is called in Vori and the account it belongs to in your books, so you never type an account number from memory. Vori refreshes your chart of accounts nightly, so new and renamed accounts are ready to map the next day. You can also refresh on demand from Integrations → Accounting Sync. Mappings are managed under Accounting → GL Account Mapping. There are three types to configure: general accounts, department accounts, and segments. Each has its own tab: General Accounts, Department Accounts, and Banner Settings. A fourth tab, Settings, controls how invoice charges post.

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General accounts

Store-level items that don’t belong to any single department, grouped by type: These mappings feed the daily sales journal entry.

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Default inventory account

The Default Inventory Account sits in the Default Accounts card at the bottom of the General Accounts tab. It’s the fallback account for every Unassigned Items line and every Other Charges amount on a bill:

• Unassigned Items are invoice lines that aren’t a sellable unit, such as freight, bottle deposits, or pallets.
• Other Charges is the amount left after the line items and any charges printed on a product line. It’s negative when the line items add up to more than the invoice total.

Together they cover fees, supplies you haven’t mapped to a product, deposits, and negative remainders. Vori uses the Default Inventory Account when:

• Send unassigned charges to the main department is off. See Settings tab.
• The invoice has no product departments.
• The department with the most purchases has no inventory account.

Pick an inventory, cost of goods, or expense account, such as Freight. Never pick an income account. With Xero, don’t pick an account of the Inventory type. Xero reserves those for tracked inventory items and rejects them on bills, so use a cost of goods or expense account. If the account is empty and no department account applies, an invoice with an Unassigned Items or Other Charges amount can’t be approved until you pick an account on that invoice. On a single invoice, before you approve it, you can pick a different account on the Unassigned Items or Other Charges row under Accounting in Invoice Review. That choice applies to that invoice only. The default stays the same.

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Department accounts

Every parent department in your store can be mapped to up to four account types: A few important notes:

• All four are optional. A store that only wants revenue-level detail maps Sales. If you want live department margin tracking and perpetual inventory, map all four.
• COGS and Inventory go together on the daily entry. Because they’re two sides of the same movement, the daily journal entry needs both mapped to post either one. Mapping both is what lets your accounting system show department margin without extra work at period end.
• Invoice bills only need Inventory. A department’s invoice lines post to its Inventory account, with your AP account on the other side. COGS isn’t required to approve an invoice.
• Returns is for shopper refunds only. It posts each department’s POS refund total on the daily sales journal entry and in the daily export. Vendor bills, vendor credits, and returns to a vendor don’t use it. If a department has refunds and no Returns account, the daily entry stops and lists that department as unmapped.
• Multiple Vori departments can share one account. Many stores have departments that are more granular than their accounting structure. Map those Vori departments to the same account and their activity rolls up together.

Department accounts drive both the daily journal entry and the invoice bills, so purchases and sales settle against the same accounts.

Map a supplies or expense department

Some departments hold things you buy but don’t sell, such as gloves, bags, or cleaning supplies. To post those purchases to an expense account, pick that expense account, such as Store Expense, in the department’s Inventory column. That’s the only account the department needs for its invoices to post.

Post a department to the main department

Some departments hold charges, not products, such as a CRV department for California Redemption Value. Turn on Post to main department in that department’s row on the Department Accounts tab to post its invoice lines with the invoice’s main department. The main department is the product department with the most purchases on the invoice. With the toggle on, the department’s invoice lines use the main department’s accounts. They post on the main department’s bill line, like Unassigned Items and Other Charges. For example, a liquor invoice has $387.00 of wine and $4.80 of CRV. CRV GROUP maps to the Grocery inventory account.

• If the invoice has no other department, or the main department has no inventory account, the department’s own accounts apply.
• It works whether or not Send unassigned charges to the main department is on. See Settings tab.
• You set it per store and per department. Vori applies it when you approve an invoice.
• It doesn’t change the daily sales journal entry. A department with POS sales still needs its own Sales and Returns accounts.

For how this looks on an invoice, see Charges printed on their own line.

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Segments

If you run several stores out of one accounting company, Vori tags every line it posts with that store’s segment value, so you can filter reports by store. That includes each line of an invoice bill and each line of the daily journal entry. Assign these under Accounting → GL Account Mapping. What the segment is called depends on your system: A segment value must match one that already exists in your accounting system, or the line posts untagged. Single-store operators generally don’t need this.

Set the class for QuickBooks Desktop

Vori reads your class list from QuickBooks Desktop along with your chart of accounts. To tag a store’s bills and daily entries with a class:

1. Go to Accounting → GL Account Mapping and open the Banner Settings tab.
2. On the Segment 1 card, Maps to reads Class in QuickBooks Desktop. In Export column header, type a name, such as Class, then click outside the box to save. The store rows unlock once this has a value.
3. In each store’s row, open the dropdown and choose the store’s class.

Vori saves the class as soon as you choose it. Invoices you approve after that carry the class on every bill line. Bills that already posted keep their original lines, so set their class in QuickBooks Desktop.

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Settings tab

The Settings tab holds options that apply to all your stores. Vori saves a change as soon as you flip the switch.

Invoice charges

The Invoice charges card has one switch, Send unassigned charges to the main department. It’s on by default.

• On: an invoice’s Unassigned Items and Other Charges amounts post to the inventory account and AP account of the department with the most purchases on that invoice. They post on that department’s bill line, so your accounting system shows one line for the account.
• Off: they post to the Default Inventory Account, on a separate line.

An account you pick on a single invoice always wins. If the invoice has no product departments, or the department with the most purchases has no inventory account, Vori uses the Default Inventory Account. The main department leaves out departments with Post to main department on, unless every department on the invoice has it on. Vori applies the setting when you approve an invoice. Turning it on or off doesn’t change the accounts on invoices you already approved or on bills already in your accounting system. CSV exports use the same accounts. For an example, see Unassigned items and other charges.