The Assign Mappings page is where you link your chart of accounts to financial statement categories. Every account needs a mapping code so it appears in the right section of your balance sheet, income statement, and other reports. Without a mapping, an account is invisible on your financial statements.
This guide walks through every section of the page, step by step, in the order you see on screen.
Getting Here
- Open the main sidebar and select a Bookkeeping Client.
- In the client sidebar, click Assign Mappings (under the Setup section). You can also reach it from the Chart of Accounts page — click the Unmapped Accounts metric card or the Go to Assign Mappings button in the gold banner.
The page opens to the mapping workspace. Across the top you will see a progress bar and summary stats, a how-it-works guide, and below them the two-panel mapping area.
Understanding the Header
Progress Bar and Stats
At the top of the page, a progress bar shows what percentage of your accounts have been mapped. To its right, three stat pills give you the numbers at a glance:
| Stat | What It Shows |
|---|---|
| Total | The total number of accounts in the chart. |
| Mapped | How many accounts are assigned to a mapping code. |
| To Map | How many accounts still need a mapping. |
To the right of the stats, two buttons let you Expand or Collapse all categories in the right panel at once.
Unsaved Changes Bar
When you make changes, a gold bar appears in the top-right corner of the header showing how many changes are waiting to be saved. Two buttons appear next to it:
- Discard — throws away all unsaved changes. You will be asked to confirm before they are removed.
- Save All Changes — saves every pending mapping change to the server. The button shows a spinner while saving. A toast message confirms success or reports any errors.
⚠ Warning: If you try to leave the page with unsaved changes — by clicking a link, using the browser back button, or closing the tab — a dialog appears asking you to Save and Continue, Leave Without Saving, or Cancel and stay on the page.
How It Works Guide
If any accounts are unmapped, a blue banner appears below the stats:
ℹ Info: The banner shows three numbered steps: (1) select accounts from the left panel, (2) click a mapping category in the right panel, (3) click Save All Changes when finished. A View Chart of Accounts button on the right lets you jump back to the main accounts page.
The Two-Panel Layout
The main work area is split into two side-by-side panels. The left panel shows your unmapped accounts. The right panel shows your mapping categories. You work from left to right: select accounts on the left, then assign them a category on the right.
Left Panel — Step 1: Select Accounts
The left panel lists every account that does not yet have a mapping. The header shows how many accounts are waiting to be mapped.
Selecting Accounts
Each account row shows:
- A checkbox on the left.
- The account number in bold monospace text.
- A coloured type badge — blue for assets, red for liabilities, purple for equity, green for revenue, orange for expenses, amber for cost of goods sold.
- The account name below.
Click anywhere on the row to select or deselect the account. When an account is selected, the row highlights in blue with a blue left border.
When you have selected one or more accounts, a blue badge appears in the panel header showing your selection count. An X button next to it clears the entire selection.
To select every unmapped account at once, click the Select All button at the bottom of the panel.
Search and Filter
Above the list, two controls help you find accounts quickly:
- Search bar — type any part of the account number or account name. The list filters as you type. Click the X in the search bar to clear it.
- Account Type filter — a dropdown that narrows the list to a single type. Choose from All Account Types, Assets, Liabilities, Equity, Revenue, Expenses, or Cost of Goods Sold.
Quick Assign Mode
When you click a mapping code in the right panel, a green Quick Assign box appears at the bottom of the left panel header:
Sparkles: Quick assign to:
MAPPING_CODE
This box tells you which mapping is your active target. With accounts selected, click the green Assign N Accounts to CODE button and all selected accounts are immediately queued for that mapping. The changes appear as pending and are not saved until you click Save All Changes.
To cancel quick assign mode, click the X in the green box.
Double-Click Shortcut
Double-click any account row to assign it instantly to the currently active mapping code. If no mapping is selected yet, a toast message reminds you to pick one from the right panel first.
✓ Tip: The fastest workflow is: click a mapping code in the right panel to activate Quick Assign, then double-click accounts in the left panel one by one. Save when done.
Right-Click Context Menu
Right-click any account row to open a menu with these actions:
| Action | What It Does |
|---|---|
| Assign to CODE | Assigns this account to the active quick-assign mapping (only shown when a mapping is selected). |
| Edit Account | Opens the Chart of Accounts page with this account ready to edit. |
| Delete Account | Opens a confirmation dialog, then deletes the account permanently. |
Empty State
When every account has been mapped, the left panel shows a celebration screen:
All Accounts Mapped! Great job! All your accounts have been assigned to financial statement categories.
A View Chart of Accounts button lets you return to the accounts page.
Right Panel — Step 2: Choose Category
The right panel shows your financial statement mappings organized in a three-level tree: Category → Subcategory → Mapping Code.
Panel Header
At the top of the panel:
- A search bar lets you find mappings or accounts by name or code.
- Two quick-action buttons: New Account (opens the Chart of Accounts page to add an account) and New Mapping (opens a dialog to create a new mapping code).
- When you have accounts selected in the left panel, a green call-to-action banner appears: "Click any mapping below to assign N accounts."
Level 1 — Categories
Categories are the top-level sections of your financial statements. Examples include Current Assets, Non-Current Assets, Current Liabilities, Revenue, Operating Expenses.
Each category row shows:
- A chevron (▶ or ▼) to expand or collapse it.
- The category name in bold white-on-blue text (when expanded) or dark text on grey (when collapsed).
- A count badge showing how many mapping codes live inside.
Click the category name to expand or collapse it. Category headers are sticky — they stay visible as you scroll.
Level 2 — Subcategories
Subcategories group related mapping codes within a category. Examples under Current Assets might include Cash, Accounts Receivable, and Inventory.
Each subcategory row shows a chevron, the subcategory name, and a count badge. They work the same way as categories: click to expand or collapse.
Level 3 — Mapping Codes
Mapping codes are where the assignment happens. Each row shows:
- A chevron (▶ or ▼) to reveal the accounts assigned to this mapping.
- The mapping code in bold blue monospace text (e.g.
1010,REV-100). - The mapping name (e.g. "Cash and Cash Equivalents").
- A count badge showing how many accounts are already assigned.
Click once on a mapping code row to select it as your quick-assign target. The row highlights with a blue left border and the green Quick Assign box appears in the left panel.
Click the chevron to expand the mapping and see all accounts currently assigned to it.
Accounts Under a Mapping
When a mapping code is expanded, the assigned accounts appear below it in a nested list. Each account row shows the account number, account name, and type badge. If the account has a pending change, an amber Pending badge appears.
Hover over any account row to reveal a red X button. Click it to remove the mapping from that account (the account moves back to the left panel as unmapped). You can also double-click the row to remove the mapping instantly.
✓ Tip: The pending change badge helps you track which changes you have made before saving. An account with a pending change appears in both panels — in the left panel as unmapped (with a pending tag) and in the right panel under its new mapping.
Right-Click Context Menu
Right-click any mapping code row to open a menu:
| Action | What It Does |
|---|---|
| Edit Mapping Info | Opens the Edit Mapping dialog pre-filled with this mapping's details. |
| View Details | Shows a toast popup with the mapping's code, name, type, category, subcategory, normal sign, and description. |
| Use for Quick Assign | Sets this mapping as the active quick-assign target. |
Right-click any account row under a mapping to open a menu:
| Action | What It Does |
|---|---|
| Edit Account | Opens the Chart of Accounts page with this account ready to edit. |
| Remove Mapping | Unassigns this account from the mapping. |
| Delete Account | Opens a confirmation dialog, then deletes the account. |
Empty State
If no mapping categories exist yet, the right panel shows:
No Mapping Categories Create your first mapping category to start organizing accounts.
A Create Mapping button is provided. If you were searching and your search returned no results, the panel shows "No Results Found" with a suggestion to try a different term.
Creating a New Mapping
If the mapping code you need does not exist yet, you can create it without leaving the page.
- Click the New Mapping button in the right panel header.
- The Create New Financial Statement Mapping dialog opens with these fields:
| Field | What To Enter |
|---|---|
| Mapping Code | A unique identifier for the mapping. Letters are automatically capitalized. Example: 1010, REV-100. |
| Mapping Name | A descriptive name. Example: "Cash and Cash Equivalents". |
| Account Type | The financial statement type: Asset, Liability, Equity, Revenue, Cost of Goods Sold, Expense, Other Income, Taxes, or Other. |
| Normal Sign | Debit for assets and expenses. Credit for liabilities, equity, and revenue. |
| Category | The financial statement section. You can pick from existing categories used by other mappings, or type a new one. |
| Subcategory | A subgroup within the category. You can pick from existing subcategories for the chosen category, or type a new one. |
| Description | Optional notes about the mapping. |
- Fields marked with a red asterisk are required. The Create Mapping button stays disabled until all required fields are filled.
- Click Create Mapping. A toast confirms success, the dialog closes, and the new mapping appears in the right panel tree immediately.
Editing a Mapping
- Right-click any mapping code in the right panel and choose Edit Mapping Info.
- The Edit Financial Statement Mapping dialog opens with the same fields as the create form, pre-filled with the current values.
- Make your changes.
- Click Update Mapping. A toast confirms the update and the tree refreshes.
Editing an Account
From either panel, right-click an account row and choose Edit Account. This takes you to the Chart of Accounts page with the Edit Account dialog pre-opened for that account. Make your changes there, then return to the Assign Mappings page.
Deleting an Account
- Right-click an account row (in either panel) and choose Delete Account.
- A confirmation dialog appears showing the account number, name, and type.
- Click Delete Account to confirm. The account is permanently removed. A toast confirms the deletion and both panels refresh.
⚠ Warning: Deleted accounts cannot be recovered. If the account has transactions, consider making it inactive instead (use the Edit Account flow on the Chart of Accounts page).
Saving Your Work
Changes you make on this page are not saved automatically. Every assignment, unassignment, and mapping creation is held as a pending change until you explicitly save.
- When you are ready, click the green Save All Changes button in the top-right corner of the header.
- The button shows a spinner and "Saving..." while the server processes your changes.
- A toast message confirms how many accounts were updated and how many remain unmapped.
- If some updates failed, the toast reports the success and failure counts.
If you change your mind, click Discard to throw away all pending changes. A browser confirmation dialog asks you to confirm before they are removed.
✓ Tip: You do not need to save after every single change. Map as many accounts as you like, then save once. The page protects you from accidentally leaving with unsaved work.
Navigation Protection
The page prevents you from losing unsaved work in three ways:
- Browser back/forward/closing the tab — your browser shows its standard "You have unsaved changes" warning.
- Clicking internal links — a dialog appears with three options: Save and Continue, Leave Without Saving, or Cancel.
- The unsaved count is always visible in the gold bar at the top-right, so you know exactly how many changes are waiting.
Frequently Asked Questions
What happens if I assign the wrong mapping?
No problem. Find the account in the right panel under its mapping, hover over the row, and click the red X to unassign it. Or right-click and choose Remove Mapping. The account moves back to the left panel. You can then reassign it to the correct mapping.
Can I assign multiple accounts at once?
Yes. Select as many accounts as you like in the left panel using the checkboxes or the Select All button. Then pick a mapping in the right panel to activate Quick Assign mode, and click the green Assign button.
Why do some accounts appear in both panels?
An account with a pending change appears in both panels because it has not been saved yet. In the left panel it appears as an unmapped account with a pending tag. In the right panel it appears under its new mapping with an amber Pending badge. Once you save, the account appears only in the right panel.
What is the difference between Category, Subcategory, and Mapping Code?
They form a three-level hierarchy for your financial statements. A
category is a broad section like "Current Assets." A subcategory is
a group within that, like "Cash." The mapping code is the specific
line-item identifier like 1010 for "Petty Cash." Accounts are assigned at
the mapping code level.
Can I create a mapping without leaving the page?
Yes. Click the New Mapping button in the right panel header. Fill in the form, click Create Mapping, and it appears in the tree immediately — ready for you to assign accounts to it.
What does "Normal Sign" mean?
Normal sign determines whether an account normally carries a debit or credit balance. Asset and expense accounts are debit-normal. Liability, equity, and revenue accounts are credit-normal. This setting helps the system validate that balances appear on the correct side of your financial statements.
How do I get back to the Chart of Accounts?
Click the View Chart of Accounts link in the blue how-it-works banner at the top, or click New Account in the right panel header. Both take you back to the Chart of Accounts page for this client.