This guide walks you through the essential tasks and knowledge you need during your first month with Blackpurl. Complete these items to set your dealership up for accurate accounting and smooth daily operations.
Week 1: Critical Accounting Rules
These rules protect your accounting integrity. Violating them creates reconciliation problems that are difficult to fix later.
Clearing Account Rules
Blackpurl uses several clearing accounts in your accounting package. These accounts must contain ONLY transactions integrated from Blackpurl.
Never do these things:
Add manual journal entries to any Blackpurl clearing account
Modify transactions that integrated from Blackpurl
Delete transactions that integrated from Blackpurl Clearing accounts include:
Customer Deposits
Undeposited Funds (Payments Waiting Deposit)
BP Received Inventory Accrual
All accounts configured in System Settings > Accounting Integration > Control Accounts
Complete the VO/VR/VI Process
Always complete the full Vendor Order → Vendor Receiving → Vendor Invoice cycle. The BP Received Inventory Accrual account only clears correctly when all three steps are finished.
Related: [Understanding the VO/VR/VI Process]
Customer Deposit GL
Your Customer Deposit GL in the accounting package should match the Customer Deposit listing in Blackpurl at any time. If these don't match, you have a reconciliation problem.
Related: [Balancing out Customer Deposits]
Undeposited Funds
When customers pay at checkout, funds post to Undeposited Funds—not directly to your bank account. When deposits appear in your bank feed, allocate them FROM Undeposited Funds.
Related: [Undeposited Funds General Ledger - Blackpurl and Accounting Package]
Week 2: Learn the Reporting System
Blackpurl doesn't overwhelm you with hundreds of reports you'll never use. Instead, you get flexible reports you can customize or build from scratch.
Three Reporting Approaches
Use built-in reports — Run reports as configured
Customize reports — Modify columns, filters, and parameters
Create your own — Build custom reports from scratch
Reports by Role
Share these with your department managers:
[Recommended Reports for Parts Manager]
[Recommended Reports for Service Manager]
[Recommended Reports for Unit Sales Manager]
Reconciliation Reports
Your bookkeeper/accountant should run reconciliation reports regularly. Find them in Reporting > Reconciliations.
Related: [Reporting - Reconciliation Section]
Scheduled Reports
Automate report delivery by scheduling reports to email directly to users.
Related: [Reporting - Scheduled Reporting]
Week 3: Verify Accounting Integration
By week 3, confirm your accounting integration is working correctly.
Opening Balances Checklist
Unit Inventory opening balance matches your old balance sheet
Parts Inventory opening balance matches your old balance sheet
Conversion balances entered from old accounting package (A/R, A/P, bank accounts, etc.) Discrepancies: If Blackpurl's inventory opening balances don't match your old balance sheet, discuss with your accountant. The Activation Specialist used the data your dealership provided. Related: [Opening Balances - Unit Inventory and Parts Inventory] Related: [Entering Opening Balances in Your Accounting Package]
Sync Failures Are Monitored
If a transaction fails to sync between Blackpurl and your accounting package, Blackpurl's development team is automatically notified and resolves it. Common causes include:
Lost connection — Team reconnects and syncs the transaction
Access removed — Team contacts you to restore accountant access
Duplicate numbers — Team renames the manual transaction in your accounting package
Changing Accountants
If you change bookkeepers or accountants, contact Blackpurl Support to schedule an Accounting Integration overview session for your new financial staff.
Week 4: End of Month Preparation
Establish your end-of-month routine now. Consistent monthly closes save significant time and accountant fees at year-end.
End of Month Resources
[Recommended End of Month Tasks (QuickBooks Online)]
[Recommended End of Month Tasks (Xero)]
[Reporting - Reconciliation Section]
Tax Resources by Region
[Canada - Taxation including Reporting / Setup / Changing Tax]
[USA - Taxation including Reporting / Setup / Changing Tax]
[New Zealand / Australia - Taxation]
Pro Tip: Don't wait until year-end to reconcile your books. Monthly reconciliation catches issues when they're small and recent—saving both time and accountant fees.
Bottom Line
Your first month establishes habits that affect your accounting accuracy for years. Follow the clearing account rules, learn the reporting system, verify your opening balances, and establish a monthly close routine.