How to Map a New Account in STRATAFOLIO That Was Created in QuickBooks

Estimated reading time: 2 min

Feature Overview

When adding or editing an existing account on QuickBooks, the updates will appear in STRATAFOLIO the next time QuickBooks and STRATAFOLIO sync. STRATAFOLIO will map the account according to what account type it normally is in STRATAFOLIO or the account type in your QuickBooks. However, it should be verified it is in the proper place within STRATAFOLIO’s consolidated Chart Of Accounts (COA) for proper display on the Dashboard.

Chart of Accounts (COA) in the QuickBooks Integration 

On the main Organization page, select the Integration tab. Under this tab will be a list of the QuickBooks accounts that are connected. Click on the “i” next to the Integration, which corresponds with the Quick Book file with the new accounts. 

Click on the Accounts tab to see the COA as displayed in QuickBooks. All accounts, even those deleted, will be shown. The account in QuickBooks COA is displayed under Account Name. The STRATAFOLIO Account Name column is where the account is currently mapped to in STRATAFOLIO’s consolidated COA. STRATAFOLIO places an account based on account types in QuickBooks, but sometimes it needs to be modified.

Verifying the Accounts – Confirming Feature

STRATAFOLIO uses the Confirm feature to differentiate between those accounts that have been verified and those that have not. If the QuickBooks account name is mapped to the correct STRATAFOLIO Account Name, click the checkbox next to the line(s). When all correct pathways are checked, press Confirm Mapping and Save Changes

Once the Save Changes button is pressed, the selected account(s) will show the green “confirmed” message. The account(s) will still show the checkbox marked; make sure to deselect those account(s) before confirming the next batch.

Utilizing the Hide Confirmed Accounts feature allows only the accounts that have not been confirmed or verified yet to be shown. If an account has been added or modified drastically in QuickBooks, the account will not be confirmed, and the green Confirmed message will not appear next to it. To use this, select the Hide Confirmed Accounts button, and only those that are unconfirmed will be shown.

Updating the Mapping for an Account

Click the checkbox next to the Account Name that needs new mapping or a mapping change, and click on the Map Accounts Button.

A pop-out window will appear when you click the Map Accounts button. These accounts appear in the same order and the same names that are used on the Dashboard. Click on the drop-down menu and select the proper account to use.

After selecting the STRATAFOLIO account, select the Save & Confirm button.

After selecting the Save & Confirm option, the green “confirmed” message will be shown next to the new account. This indicates that the account is mapped and ready to be used in STRATAFOLIO. The account listing will be refreshed.

**NOTE: It is important to deselect the account that was just mapped. Otherwise, STRATAFOLIO will map all accounts that are selected.

Helpful hint: Utilize the search function and the filter on each column to help organize and select the accounts that need to be mapped.

Sub-accounts Mapping 

When there are multiple assets in one QuickBooks account, STRATAFOLIO typically uses the Classes feature to differentiate between them. However, there is the alternative option of sub-accounts. With sub-accounts by the property, there is an additional step after mapping to connect the specific asset/building/unit in STRATAFOLIO to the correct sub-accounts. Below are the directions for the use of sub-accounts in the QuickBooks sub-accounts and how to map them correctly in STRATAFOLIO. 

Choose accounts that should be mapped to a specific asset/building/unit by clicking on the checkbox. Click Map to STRATAFOLIO Hierarchy

Select the proper Entity/Asset/Building/Unit in STRATAFOLIO to map the sub-account depending on the level of the account. Click Save Changes. 

All transactions posted to this sub-account will be mapped only to that Entity/Asset/Building/Unit in STRATAFOLIO. 

If you are using Classes in your QuickBooks, please see the article Mapping Classes in STRATAFOLIO for help in mapping those as well.

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