Xilnex-AutoCount - Account Code Mapping

Xilnex-AutoCount - Account Code Mapping

Account Code Mapping connects Xilnex transaction components (sales types, item categories, payment methods) to AutoCount GL accounts and payment codes. This ensures transactions post to the correct financial accounts.

What Is Account Code Mapping?

Account Code Mapping establishes the relationship between:
  1. Xilnex transaction attributes (e.g., "Retail sale", "Coffee category", "Cash payment")
  2. AutoCount GL codes (e.g., "500-5000 Coffee Sales", "310-1000 Cash Account")
Without mapping, the system doesn't know which GL account to use when posting.


Core Mapping Types by Module

Sales Module Mappings

Mapping Type
Used For
Example
Sales Account
Main revenue GL by sales type and item category
Food Sales → 500-5000
Sales Rounding Account
Rounding differences in sales
Rounding Adjustment → 550-0000
Sales Header Discount Account
Bill-level discounts (e.g., "20% off entire purchase")
Discount Allowed → 520-0000
Sales Item Discount Account
Item-level discounts (e.g., "Buy 1 Get 1")
Line Item Discount → 150-0000

Purchase Module Mappings

Mapping Type
Used For
Example
Purchase Account
Product purchase GL by receive type and item category
Accessories Purchase → 610-0000
Purchase Invoice Variance Account
Price/rounding differences between GRN and invoice
Purchase Variance → 630-0000
Purchase Tax Variance Account
Tax differences between GRN and invoice
Tax Variance → 640-0000

Payment Module Mappings

Mapping Type
Used For
Example
Payment Method Code
Payment method (Cash, Card, E-Wallet, Voucher) to AutoCount journal type
Cash → CASH (320-0000)
Card Type
Specific card (Visa, MasterCard)
Visa → VIS (310-1000)
E-Wallet / Gateway
Specific e-wallet or payment gateway
GrabPay → GRABPAY (310-1000)


Step-by-Step Guide

Creating a Sales Account Mapping

  1. Go to Integration > AutoCount > Account Code
  2. Select module: Sales
  3. Click "Add data" button
  4. In the form, fill:
    1. Data (Value 1): Sales Type
    2. Value 2: Item Grouping Method
    3. Value 3: Category Value
    4. Ownership: All ownerships
    5. Store: All stores
    6. AutoCount account code: GL code from AutoCount
  5. Click "Save"

Creating a Payment Method Mapping

    1. Go to Integration > AutoCount > Account Code
    2. Select module: Payment (or Cash Sales → Payment sub-section)
    3. Click "Add data" button
    4. In the form, fill:
      1. Data (Value 1):  Payment Method
      2. Value 2: Only when applicable
      3. Value 3: Only when applicable
      4. Ownership: All ownerships
      5. Store: All stores
      6. AutoCount account code: Payment Method Code from AutoCount
    5. Click "Save"

    Creating a Purchase Account Mapping

    1. Go to Integration > AutoCount > Account Code
    2. Select module: Purchase
    3. Click "Add data" button
    4. In the form, fill:
      1. Data (Value 1): Receive type 
      2. Value 2: Item grouping method
      3. Value 3: Accessories
      4. Ownership: All ownerships
      5. Store: All stores
      6. AutoCount account code: GL code from AutoCount
    5. Click "Save"

    Creating a Discount Account Mapping

    1. Go to Integration > AutoCount > Account Code
    2. Select module: Sales
    3. Click "More" at the left to expand options
    4. Select "Sales header discount account"
    5. Click "Add data"
    6. In the form, fill:
      1. Data (Value 1): All or Specific sales type
      2. Value 2: When applicable
      3. Value 3: When applicable
      4. Ownership: All ownerships
      5. Store: All stores
      6. AutoCount account code: GL code from AutoCount
    7. Click "Save"

    Tips for Accurate Mapping

    1. Get GL codes from AutoCount: Open AutoCount → File > G/L > Account Maintenance to see your Chart of Accounts.
    2. Get Payment codes from AutoCount: Open AutoCount → General > Maintenance > Payment Method Maintenance to see available payment codes.
    3. Map hierarchically: Start broad (e.g., "All sales types" → main GL), then narrow (e.g., "Retail Coffee" → specific GL) for detailed reporting.
    4. Test one mapping: Create one mapping, run a test post, verify it worked, then add more.