The Account Mapping page tells BuyerKiosk which QuickBooks Online account to use for each field on your daily DRS close report. Without complete mappings the system can't post journal entries, so this is the first thing to set up after connecting to QBO.

Each DRS field on the left, mapped to a QBO account on the right. Sections group related fields (Payments, Sales & Returns, COGS, etc.).

Who can use this: Admins only. The Manager, Shift Lead, Buyer, and Cashier roles don't have QuickBooks access.

From the sidebar: QuickBooks > Account Mapping. Direct URL: /admin/{typeNum}/quickbooks/mapping.

The page header shows your mapping progress (X / Y fields mapped) and a save button that activates when you have unsaved changes. The Dashboard's header shows the same count as a chip — when there are critical unmapped fields, it tints amber so you spot it at a glance.

Your nightly close report has ~40 financial fields (cashTendered, totalSales, taxCollected, newReturns, buyPaidCash, etc.). Each field needs to map to:

When the nightly job runs, the system reads each field, looks up its mapping, and emits a journal line. The lines are summed to verify debits = credits.

Fields are organized into categories that determine whether they block sync when unmapped:

Rows with unmapped critical fields show an amber ⚠️ warning icon next to the field name. Until every critical field is mapped (or marked "Not used at this store" — see below), the Approval Queue refuses to post.

Some stores don't use every payment method. A store that doesn't take offsite buys never logs values to buyPaidOffsite. A store with no digital tender will never have a buyPaidDigital entry. These fields are technically in critical categories — but flagging them as "unmapped" forever would mean a permanent dashboard warning for fields you'll never use.

Every account dropdown's first option is "Not used at this store" — pick it to acknowledge the field as N/A.

The first option in every account dropdown lets you mark the field as N/A for your store.

When set:

If you later realize the store DOES take that payment type, just pick a real account from the same dropdown — the opt-out flag flips back off automatically.

Why this exists: the system defaults conservatively (every financial-category field is critical) because unmapped values otherwise silently fall to Cash Over/Short, which is much worse than a vocal warning. "Not used at this store" is the explicit acknowledgement that says "I know this field exists, my store doesn't use it, stop nagging."

For each row in the table:

Mappings save in a batch, so you can edit several rows before committing.

Tip: Every mapping change is logged to the Audit Log as a mapping_updated event with the old and new account IDs. If a future variance turns out to be a mis-mapping, you can prove exactly when the mapping was changed and by whom.

Setting up mappings manually for a fresh store can take an hour. The Auto-map feature uses two layers of intelligence to suggest mappings for unmapped rows:

Each section header has its own "Suggest with AI" button so you can scope suggestions to one group at a time.

Two ways to invoke:

Reviewing suggestions:

Suggestions appear as pre-filled dropdown values marked with a small ✨ sparkle indicator. They're not saved until you click Save changes. Review each one — the system is good but not perfect, and your chart of accounts is yours.

Tip: Auto-map is most useful on initial setup. Once your mappings are stable, you'll rarely need it again — and the cross-store learning model means future stores benefit from what your store mapped today.

DRS data uses negative numbers as a labeling convention for things like returns: newReturns: -3.99 means "a return of $3.99," not "negative $3.99 owed somewhere."

Each mapping row has a signSemantics column that controls how the system interprets the source value's sign:

The ABS badge next to a row's DR/CR badge indicates an absolute mapping; everything else is directional.

Note for accountants: if a row's DR/CR badge looks "backwards" for what the field is, check whether it has an ABS badge. If yes, the entryType is the actual posting direction — the source value's sign is decoration only.

Most DRS fields imply a paired entry. Cash paid for a buy debits the Cash asset account and credits the Inventory asset account; cash tendered for a sale debits Cash and credits Sales Revenue. The per-row Offset dropdown expresses this directly.

When you set an offset account on a field, the daily sync emits two journal lines per non-zero source value: the primary line at the field's main account, and a mirror-direction offset line at the offset account. So a $10.00 cashTendered field with primary Cash (DR) and offset Sales Revenue (CR) posts:

That single field then balances internally — debits = credits for that pair — regardless of what's happening with other fields on the same close report.

When to leave the offset blank ("single-sided"):

Some fields don't have a natural double-entry partner inside the same close report. The dropdown's first option is -- No offset (single-sided) -- for these. Examples:

If you're not sure whether to set an offset, check whether your daily JE balances when you leave it single-sided. If you see consistent variance, the field probably needs an offset. The Approval Queue's balance banner flags imbalances explicitly so you can iterate.

Tip: Setting offsets on every field that has a logical partner makes your daily JE balance to the penny on day one, instead of leaning on Cash Over/Short to absorb the gap. Time well spent during initial setup.

You can change a mapping at any time, but think about timing:

The Audit Log's mapping_updated event preserves the old → new account ids, so you can always reconstruct what was active when.

If you disconnect and reconnect to a different QBO company file, your mapped account ids will no longer be valid (each QBO company has its own account id space). The system shows a banner if any mapped account no longer exists in the connected file. You'll need to re-map fields one by one — or use Auto-map / Suggest with AI to bulk-suggest replacements.