How Blackpurl Handles Payments
When a customer makes a payment in Blackpurl, the funds pass through an Undeposited Funds General Ledger (GL) before they are reconciled in your accounting package. Understanding how this works helps you keep your books accurate and your bank account balanced.
Payment Methods
Payment Methods are configured in System Settings > Settings and Controls > Payment Methods. You can deactivate any Payment Methods your dealership does not use by toggling them off.
Undeposited Funds General Ledger per Payment Method
Each Payment Method has a specific Undeposited Funds GL assigned to it. These assignments are configured in System Settings > Accounting Integration > Undeposited Funds. The GL that receives the funds depends entirely on which Payment Method is used when the payment is taken.
How Payments Post to Your Accounting Package
When you receive a payment from a customer on a Customer Order — whether in the deposit or checkout section — Blackpurl sends a transaction to your accounting package. The Payment Method used determines which Undeposited Funds GL the amount sits in.
For example, if you receive a cash deposit on a Customer Order using the Cash Payment Method mapped to the Undeposited Funds GL, the transaction posts as follows:
Debit — Undeposited Funds GL: the amount of the payment
Credit — Customer Deposits GL: the amount of the payment (funds are held as a customer deposit)
Blackpurl does not post payments directly to your Bank Account. QuickBooks Online and Xero do not allow direct posting to a bank account from an integrated system, so the Undeposited Funds GL acts as a clearing account between Blackpurl and your bank.
Confirming Receipts in Your Accounting Package
Once a payment is recorded in Blackpurl and sits in the Undeposited Funds GL, it is your responsibility to confirm the funds have arrived in your bank account and account for them in Xero or QuickBooks Online.
How you do this depends on your bank reconciliation setup:
If you use an automatic bank feed — once you can see the deposit in your bank feed, allocate it to the relevant Undeposited Funds GL.
If you reconcile using bank statements — once you confirm the funds appear on your statement, journal the amount from the Undeposited Funds GL to your Bank Account GL.
The Undeposited Funds GL is a clearing account. Funds from Blackpurl always pass through it — they never go directly to your Bank Account GL.
Why Cash Reconciliation Matters
Processing your Cash Reconciliation in Blackpurl regularly is important because it gives you a clear total of how much you should be looking for in your bank account. This makes it much easier to match and clear your Undeposited Funds GL entries in your accounting package.
For full instructions, see Cash Reconciliation in Blackpurl.