Blackpurl acts as the source of truth for inventory, customer transactions, and vendor activity. Understanding which tasks belong in Blackpurl — and which belong in your accounting application — is essential for keeping your General Ledger accounts balanced and your reports accurate.
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The following activities must always be performed in Blackpurl. If any of these tasks are completed directly in your accounting application instead, your accounting records and Blackpurl reports will fall out of sync.
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All part inventory activity — including inventory valuation, stock level adjustments, price and cost adjustments, and categorization — must be actioned in Blackpurl. Any accounting task that alters a parts inventory General Ledger (GL) account must be done in Blackpurl, not in your accounting application.
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All unit inventory activity — including inventory valuation, price and cost adjustments, and categorization — must be actioned in Blackpurl. Any accounting task that alters a unit inventory General Ledger account must be done in Blackpurl.
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Typical customer transactions are always processed through Blackpurl because they interact with inventories managed by Blackpurl. While some miscellaneous charges (such as unpaid AR finance charges) may be applied outside of standard invoicing, all charges and credits related to a customer should be processed in Blackpurl so you have a single place for all customer transaction history.
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All ordering, receiving, and vendor invoicing for parts, units, and sublet work must be actioned in Blackpurl, as these activities directly alter the relevant inventory General Ledger accounts.
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All payments received from customers — especially those tied to sales transactions — are always processed in Blackpurl. The one exception is Direct Deposit payments received for charge-on-account invoices that are already sitting as outstanding in your accounting application. In that case, the Direct Deposit received into your bank account can be allocated directly to the outstanding invoice in your accounting application.
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All funds received from customers as deposits on orders must be actioned in Blackpurl, as they are tied to transactions that will eventually be invoiced to the customer.
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All customers and vendors used in any of the above activities should be managed in Blackpurl. Modifying names, addresses, and other record details must always be done in Blackpurl — Blackpurl will automatically push those updates to your accounting application. Changes made directly in the accounting application are not reflected back into Blackpurl.
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Sales and COGS accounts are closely tied to customer invoicing in Blackpurl. Avoid altering or deleting any of these GL accounts directly in your accounting application. Doing so will cause discrepancies between sales reporting in Blackpurl and revenue reporting in your accounting application.
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If your dealership manually changes or removes a Blackpurl-created transaction that has integrated into your accounting application, that change will not sync back to Blackpurl. The modification may also make it impossible to balance the relevant General Ledger accounts in your accounting application against Blackpurl reports.
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For example, if your dealership manually deletes a Blackpurl-created transaction from the Customer Deposit General Ledger in your accounting application, you will be unable to balance the Customer Deposit GL against the Customer Deposit Report in Blackpurl.
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Please note: If Blackpurl Support determines that your dealership has manually changed or removed any Blackpurl-integrated transactions in your accounting application, Blackpurl Support will not be able to assist in getting your accounting back on track or balanced.
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Cash reconciliation for daily banking entries is performed in Blackpurl, because all customer payments and refunds are processed there. Customer payments processed in Blackpurl always affect two General Ledger accounts: Customer Deposits and Undeposited Funds.
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Cash reconciliation in Blackpurl is a verification tool only — it reconciles the entries recorded in Blackpurl against physical payments received (such as cash counted or debit/credit machine printouts). Blackpurl does not handle entries to your actual bank accounts. All Blackpurl payments flow through the Undeposited Funds GL, and entries to record the depositing of those funds into your bank account are handled in your accounting application.
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For more information, see Undeposited Funds General Ledger Explained.
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Vendor invoices related to parts, units, and sublet are generated in your accounting application as a result of activities in Blackpurl. Other vendor invoices — including third-party claims (insurance or warranty) and lien payouts for trade-in units — are also generated by Blackpurl.
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All other typical vendor invoicing, such as utilities, rent, and taxes, is unrelated to Blackpurl and should be handled directly in your accounting application. Costs related to vendor products sold in Blackpurl, such as warranty plans and financing products, use accrual and clearing accounts but do not automatically generate an Accounts Payable (AP) invoice in your accounting application.
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Blackpurl has two methods for costing labor. Both methods involve crediting wage expenses against COGS through an account called Applied Technician Wages. Accounting entries for payroll are handled in your accounting application as an expense (debit) to a wages account, and Blackpurl then offsets (credits) its labor COGS entry against the Applied Wages expense account.
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The difference between the two costing methods is timing: in the simple method, the credit to the expense account occurs at the time of invoicing the labor; in the other method, it is recorded when technician job clocking entries are made. For more information, see Costing of Technician Hours.
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All payments received through customer orders — both through the Checkout and Deposit sections — automatically flow through the Undeposited Funds General Ledger configured in your Accounting Integration > Undeposited Funds settings.
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Once deposits from these funds appear in your dealership's bank account, you allocate them to the Undeposited Funds General Ledger in your accounting application. For more information, see Undeposited Funds General Ledger Explained.