This article explains the General Ledger (GL) account types and accounting methods Blackpurl uses for payments and deposits. It applies to all dealers who joined Blackpurl after May 2024. Blackpurl uses four interconnected GL accounts to manage the flow of money through deposits, checkout, and daily cash reconciliation.
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The Customer Deposits GL is typically set up as a Liability account. Only entries recorded in the deposits section of Customer Orders (COs) flow through this account.
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This account moves as follows:

The offsetting GL account depends on what triggered the entry:

The running balance of this account reflects the total value of deposits currently held on open Customer Orders.
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Sample journal entries for the Customer Deposits GL illustrate these credit and debit movements across the related GL accounts.
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This is a clearing account. Do not make manual entries directly to this account in your accounting package.
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The Checkout Clearing GL is typically set up as a Current Asset account type in Xero, and as an Other Current Asset account type and detail type in QuickBooks Online (QBO).
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Only entries recorded during checkout flow through this account. The account moves as follows:

With the exception of deposits used at checkout, the offsetting entry goes to the Cash Reconciliation Clearing GL.
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The balance of this account should be zero at the end of any given day. A non-zero balance indicates that a payment was recorded in checkout but the checkout was not finalized.
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Sample journal entries for the Checkout Clearing GL show these debit and credit movements across the related accounts.
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This is a clearing account. Do not make manual entries directly to this account in your accounting package.
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The Cash Reconciliation Clearing GL is typically set up as a Current Asset account type in Xero, and as an Other Current Asset account type and detail type in QBO.
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This account acts as the offset GL for all entries posted to both the Customer Deposits GL and the Checkout Clearing GL. The examples above for those two accounts illustrate how entries flow through this account.
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Entries are cleared from this account by journal entries generated when you complete your daily balance using the Cash Reconciliation tool. A sample journal entry from the Cash Reconciliation tool shows how a mixture of payment methods — and any variance between actual values and what was processed in Blackpurl — are recorded. All cash and credit payment methods are summarized in the Undeposited Funds GL using the actual amounts entered in the reconciliation tool. The Cash Reconciliation Clearing GL is then offset for the total amount of all payments recorded in Blackpurl. Any over or short amount from the reconciliation is posted to its own dedicated GL account.
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The memo descriptions in the journal entries accurately reflect the source of each entry.
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The running balance of this account reflects the total payments and Customer Order deposits for any days where the Cash Reconciliation has not yet been closed and finalized.
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This is a clearing account. Do not make manual entries directly to this account in your accounting package.
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The Undeposited Funds GL is typically set up as a Current Asset account type in Xero. In QBO, use the Other Current Asset type with the Undeposited Funds detail type. Note that QBO allows only one Undeposited Funds account type.
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Because all entries into this account flow exclusively through the Cash Reconciliation tool, the entries in this GL remain clean and straightforward to reconcile against your bank account. For any given day, the entries appearing in this account are limited to a single summarized line per payment method — making bank reconciliation much simpler.
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The Cash Reconciliation tool posts a journal entry to your accounting package as part of the Reconcile Day action. The purpose of this journal entry is to clear the day's entries out of the Cash Reconciliation Clearing GL and post one or more entries to the Undeposited Funds GL.
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Each 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, while 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, the journal entry includes a line item recorded at the actual value entered in the reconciliation tool. Any cash over or short amount is also included as its own line item.
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The following example shows a completed Cash Reconciliation for the Main cash drawer, with entries for each payment method alongside their expected and actual values.
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Based on that reconciliation, the resulting journal entry line items and reconciliation summary would appear as follows.
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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 on the date being reconciled.
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Because the Cash Reconciliation tool posts journal entries when a date is reconciled and closed, Blackpurl also supports a Re-open action — similar to the reopen action available for Customer Order (CO) invoices, Vendor Orders (VOs), and Vendor Returns (VRs).
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Before reopening, Blackpurl 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 there. This check confirms whether the journal entry can be safely removed so corrections can be made.