NOTE: White list automapping overrides any manual mapping performed on the Map to SCoA page. If you find that the system is automapping accounts to the incorrect account after you’ve repeatedly mapped accounts manually, you may want to consider editing/removing white list terms for that particular account.
WHAT ARE WHITE LIST TERMS?
In the Qvinci Standard Chart of Accounts (SCoA), each account can utilize white list keywords or phrases to automap. When financial data syncs, our system compares your native account names and numbers in QuickBooks to the white list terms. If your account names are a close enough match to the white list terms as outlined below, your accounts will map automatically to the SCoA.
There are two types of white list terms:
- Keywords – single terms such as 41000, amortization, depreciation, janitorial, separated by spaces. You can use account numbers as keywords.
Keywords work best when they are unique to one SCoA account; for example, if you have many payroll accounts in your Expense section, ‘payroll’ would not be an effective keyword. However, a specific keyword for each SCoA account, such as ‘FICA’, may work better.
- Phrases – multi-word strings contained in quotations (“ “) such as “Payroll – FICA”, “Janitorial Expense”, “Merchandise Sales”, etc.
Phrases work especially well for account names that do not have unique terms that could be used as keywords. ‘Supplies’ and ‘Office’ would not be effective keywords on their own, but the phrase “Office Supplies” is much more specific and can flag just the specific accounts you need.
NOTES ON KEYWORDS AND PHRASES:
- The white list is not case-sensitive.
- The white list ignores single letters and extremely common words (ex: with, why, an, any, a, b, c).
- Periods and dashes can only be used in phrases. If you try to add keywords with periods or dashes, they will be considered two separate keywords. If you wanted the account number 43100.10 to automap for example, you would need a phrase "43100.10" - without the quotation marks, our system would see two separate keywords of 43100 and 10.
HOW DO THE WHITE LIST TERMS WORK?
If an account from QuickBooks matches white list terms for multiple SCoA accounts, we use a point system to determine where an account is mapped.
- Each keyword match is worth 1 point.
- Each phrase match is worth 1 point.
- The SCoA account with the most point matches is where the QB account will automap.
- If there is a tie, the account’s mapping will not be changed (ie, an unmapped account would remain unmapped).
HOW ARE WHITE LIST TERMS ADDED OR MODIFIED?
- Managers, Leaders and Admins can modify white list terms by going to Manage > SCoA.
- For the account where a white list term should be modified, click on the gray “Edit” button on the far right.
- In the White List box, enter all phrases in quotations (“Office Supplies” “Office Expense”) and separate all keywords with spaces (Amortization Depreciation Janitorial).
- Ensure a selection is made on the "Category" dropdown. Categories are required but do not effect reports, so choose the nearest selection.
- Click the green “Save” button.