The Payment Accounting Method Conversion changes how Blackpurl records payments and deposits in your accounting package. This article explains what the new method does, what problems it solves, and how to enable it — including the GL accounts you will need to create before starting.
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Important: Existing dealerships do not have to switch to the new method. However, if you choose to convert, there is no going back. Before proceeding, make sure you fully understand the new method and that it is right for your dealership. If you need to discuss this with the Blackpurl team, reach out to Blackpurl Support before making any changes.
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The new Payment Accounting Method was introduced to address several problems with the original approach. Its goals are to:

The main issue with the original method is the high volume of journal entries posting to the Customer Deposits and Undeposited Funds GL accounts. Under the original approach, every payment and deposit is recorded as an individual journal entry to both accounts. When Customer Order (CO) invoices are finalized and posted to QuickBooks or Xero, additional entries are also generated in the Customer Deposits GL to pay those invoices.
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This creates several problems:

Instead of routing every payment and deposit through just two GL accounts, the new method uses four distinct GL accounts. Two of these already exist in your chart of accounts; two are new and must be created.
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The Customer Deposits GL is your existing GL account. Under the new method, the only entries that post to this account are deposits recorded in the deposits section of Customer Orders.

The balance of this GL will reflect the current total of deposits held on Customer Orders.
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The Checkout Clearing GL is a new account you will need to add to your chart of accounts. The only entries that post here are those recorded in checkout:

With the exception of deposits used in checkout, all offsetting entries post to the Cash Reconciliation Clearing GL. The balance of this account at the end of any day should be zero, unless a payment is added in checkout without the user finalizing that checkout.
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The Cash Reconciliation Clearing GL is a new account you will need to add to your chart of accounts. It acts as the offset GL for all entries posted to both the Customer Deposits GL and the Checkout Clearing GL — similar to how the Undeposited Funds GL worked under the original method.
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Entries are cleared out of this account by new journal entries generated when you close and finalize a day in the updated Cash Reconciliation tool. The balance of this GL at any point reflects total payments and CO deposits for days where Cash Reconciliation has not yet been closed and finalized.
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When a day is reconciled and closed, the Cash Reconciliation tool generates a summary journal entry. All cash and credit payment methods are summarized at their actual values as entered in the reconciliation tool, the Cash Reconciliation Clearing GL is offset for the total amount of all payments recorded in Blackpurl, and any cash over/short variance is posted to its own GL account.
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The Undeposited Funds GL is your existing GL account. Under the new method, entries only reach this account through the Cash Reconciliation tool when a day is closed and finalized. Because the volume of entries is greatly reduced and each entry represents a summarized daily total, this GL is much easier to reconcile against your bank account.
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Once the new method is enabled, the Cash Reconciliation tool posts a journal entry as part of the Reconcile day action. This journal entry clears the day's entries out of the Cash Reconciliation Clearing GL and posts one or more entries to the Undeposited Funds GL.
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The journal entry contains a minimum of two line items, but may include more depending on the payment and deposit activity for the day. Some values use the amounts processed in Blackpurl; others use the actual values entered by the user in the reconciliation tool.
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For each cash or credit payment method that has an actual value entered for the day, a line item is included recording that actual value. Any cash over/short amount is also included as its own line item.
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The final line item in the cash reconciliation journal entry offsets the Cash Reconciliation Clearing GL for all payments received in Blackpurl for the date reconciled.
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Because the Cash Reconciliation tool now posts journal entries when a date is reconciled and closed, Blackpurl has added a reopen action — similar to the one available for CO invoices, Vendor Orders (VOs), and Vendor Receipts (VRs). This allows you to reopen a reconciliation to make corrections if needed.
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As part of the reopen process, Blackpurl first checks that the original cash reconciliation journal entry is still intact in your accounting package and that none of its line items have been reconciled. This confirms the journal entry can be safely removed from the accounting package before the reconciliation is reopened.
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Work through the following steps in order. The conversion does not take effect immediately — it runs overnight and is in place at the start of your next business day.
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Before making any changes in Blackpurl, create the following GL accounts in your accounting package (QuickBooks, Xero, or equivalent):

1. In the Blackpurl header, click Settings (the gear icon), then select System Settings.
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2. From the System Settings dashboard, select Accounting Integration.
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​3. In the Accounting Integration section, click through to step 2. Chart of Accounts.
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4. Click Sync Now to pull your updated chart of accounts — including the new GL accounts you just created — into Blackpurl.
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​5. Wait for Blackpurl to confirm the sync is complete before continuing.
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1. From System Settings > Accounting Integration, open the Accounting Provider section. You will see a new section called Payment accounting method conversion.
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​2. Click Conversion setup and scheduling to open the conversion screen.
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​3. Review the notifications and warnings at the top of the conversion screen. Note that the conversion will not happen immediately — it runs overnight and takes effect at the start of your next business day.
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4. Work through the conversion form and map each new GL account field to the corresponding GL account you created in your accounting package.
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​5. Check all required checkboxes to confirm you understand and accept the following:

6. Once all GL accounts are mapped and all checkboxes are checked, click Schedule the Conversion to queue the overnight conversion.
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At the start of the next business day, the conversion will be complete and the new Payment Accounting Method will be active for your dealership.