Mapping Enrollsy with QBO is an essential step to syncing your Enrollsy account with QuickBooks. You need to map out what information should be imported and where this information should be recorded. Enrollsy creates a QuickBooks account for every account/subaccount specified in the mappings. We also create a QuickBooks item associated to those accounts for the "Product or Service Name." You specify a mapping for every Charge Item and Discount Item. This gives you full control over which accounts the Charge Items and Discount Items get mapped into.
To do this, select the person icon at the top right side of your screen, select the "Items" tab, and scroll down to the bottom of the page. From here, you will see a link to complete your QuickBooks mappings.
Three Different Item Types:
Now we'll go over each of the different Item Types. There are three different Item Types: Company Mapping, Fee, and Discount. Each mapping will have ONE of these three items.
Company Mapping
Company Mappings refer to system static mapping settings. Meaning, these come with every account. You likely have the following Company Mappings on your account:
Tuition Mapping - This company mapping was required for our old billing system. Unless you know that you are still on Version 1 billing, please disregard this company mapping.
Manual Adjustment Mapping - Adjustments are made by Admins within Individual Customer Accounts. The Discount Item "Misc Credits" MUST be mapped to this company mapping.
Misc Sales Mapping - Uncategorized sales recorded within Enrollsy. All charges with no specific Charge Items will be mapped to this company mapping.
Undeposited Funds Mapping - Cash or check payments.
Fee
Refers to the Charge Items you created in My Company > ITEMS > Charge Items. Every Charge Item that you create will have a corresponding Fee created automatically.
Discount
Refers to the discount item name that you created in My Company > ITEMS > Discount Items. Every Discount Item that you create will have a corresponding Discount created automatically.
Mapping Item Types to your Quickbooks Account
Each of the above Item Types requires specific mappings to ensure they are synced correctly into your QBO account. Each item requires the following information to be provided in the QBO Mapping page fields, ensuring they correspond with your QBO account.
*Account (REQUIRED)
Whenever a transaction is recorded within Enrollsy (e.g., a discount is provided or a specific charge occurs), determine which of your QBO accounts to sync with. If you have QBO accounts already created that you would like to sync transactions into, ensure you map that account name in exactly as it appears in QBO. For example, "Tuition" or "Revenue."
If you haven't created any QB accounts yet, simply type the name of the account you want to create in the Enrollsy mappings page. During your first sync, accounts will be created based on your mappings. *This is REQUIRED.
*Product or Service Name (QuickBooks Online Only)
Every item listed on your mappings page must be mapped to a Product or Service Name. Like accounts, you can either add the names of products or services that have already been created in your QBO account or create new labels within your Enrollsy mappings page.
During the first sync, those new labels will create new products or services within your QBO account. Once you have completed your mapping for each type listed, you are ready to process your first QB sync! *This is REQUIRED.
Sub Account (QuickBooks Online Only/Optional)
In QuickBooks Online, you can create subaccounts to break down your expenses, income, and other account types in more detail. If desired, record which subaccount you would like the transaction recorded into.
Append Enrollment Period to Sub Account (Optional)
If a transaction is tied to a specific Enrollment Period, would you like this information recorded within QuickBooks? If so, select the "Append Enrollment Period to Sub Account" checkbox. This allows you to differentiate between tuition collected for one Enrollment Period versus another.
NOTE: At this time, we do not sync any transactions to specific Programs or Classes. Once you have completely completed your mapping for each Charge Type listed, you are ready to process your first QB sync! Reference the below articles to learn how to do this.
Important Mapping Information
It is important for you map "Misc Credits" to the Company Mapping: "Manual Adjustment Mapping." Misc Credit is used when a credit or discount is given without a discount item. If this is not in your mappings, your QBO sync will fail.
NOTE: If you have a transaction with no Charge Item, this item will be automatically mapped under the Company mapping: "Misc Sales."