This article will explain how certain activities in Blackpurl contribute to accounting integration 

Basic Overview 

Blackpurl should always be treated as the source of truth for the following items so all activity related to them should take place in Blackpurl:

  • Part inventory management - inventory valuation, stock level adjustments, price and cost adjustments, categorization

Basically, if the accounting task in any way alters a part inventory General Ledger account it must be actioned in Blackpurl

  • Unit inventory management - inventory valuation, price & cost adjustments, categorization

Basically, if the accounting task in any way alters a unit inventory General Ledger account it must be actioned in Blackpurl

  • Customer invoicing - typical customer transactions are always processed through Blackpurl because they generally interact with inventories managed by Blackpurl

    While there may be some miscellaneous charges applied to a customer outside of standard invoicing, unpaid AR finance charges for example, we strongly suggest that all charges and credits related to a customer be processed in Blackpurl to give you one place to go to for all customer transaction history

  • Part, Unit & Sublet ordering / receiving / invoicing - as these activities alter the respective inventory General Ledgers, they must be actioned in Blackpurl

  • Customer payments - payments received from customers, especially those tied to sales transactions are always processed in Blackpurl

The only exception to this are Direct Deposit customer payments received for charge on account invoices that are sitting as outstanding in your accounting package

  • Direct Deposit received into your bank account can be allocated to pay directly off the outstanding invoice (charge on account invoices from BP) in your accounting package.  These payments will not show in Blackpurl

  • Customer deposits - all funds received from customers as deposits on orders they've placed are always actioned in Blackpurl as they are tied to the transactions which will eventually be invoiced to the customer

  • Customers and Vendors - all customers and vendors used in any of the above should always be managed in Blackpurl.  Modifying names, addresses, etc of these records should always be done in Blackpurl which will automatically generate the same updates in the accounting application.  Please remember that changes made to these directly in the accounting application are not reflected back into Blackpurl

  • Sales and COGS - As these revenue and direct cost accounts are closely tied customer invoicing you should always avoid altering / deleting any of these GL accounts directly in the accounting application.  Failing to do so will cause discrepancies between sales reporting in Blackpurl and revenues reporting in the accounting application

Important Information

If the dealership elects to manually change or even removes Blackpurl created transaction in their accounting package, it will NOT reflect or sync back to Blackpurl

This could also result in the Dealership not being able to balance out the relevant General Ledger accounts in your accounting package to Reports in Blackpurl.  For example:

  • If the Dealership manually removes a Blackpurl created transaction in their accounting package ie a transaction from the Customer Deposit General Ledger, then the Dealership will be unable to balance out the Customer Deposit General Ledger to the Customer Deposit Report in Blackpurl

Please note that if it is found that the dealership has manually changed and/or even removed Blackpurl created transactions in their accounting package, it will impact whether or not Blackpurl will be able to support the dealership to getting the accounting back on track

Other Information

  • Cash reconciliation
When it comes to daily cash reconciliation and banking entries for bank deposits, since customer payments and refunds are always processed in Blackpurl the task of reconciling the entries recorded in Blackpurl against the physical payments received is performed in Blackpurl

Customer payments processed in Blackpurl always affect two General Ledgers which are Customer Deposits and Undeposited Funds

Cash reconciliation in Blackpurl is a tool only for verifying the entries in Blackpurl to the physical payments received ie: cash counted, debit/credit machine printouts

Blackpurl does not handle any of the entries to the actual bank accounts as all Blackpurl payments flow through the Undeposited Funds General Ledger. Entries to record the actual depositing of these funds into the bank account is handled strictly in the accounting application

Further information regarding the Undeposited funds can be found here - Undeposited Funds General Ledger - Blackpurl and Accounting Package (Xero and QuickBooks)

  • Vendor Invoices
Vendor invoices related to Parts, Units and Sublet are generated in the accounting application as a result of activities in Blackpurl

Other vendor invoicing such as Third-party claims (Insurance or Warranty) and Lien Payouts (Trade In Units) are also generated by Blackpurl

All other typical vendor invoicing such as utilities, rent, taxes etc are unrelated to Blackpurl and should be therefore handled directly in the accounting application

Costs related to vendor products sold in Blackpurl, such as warranty plans and financing products, make use of accrual/clearing accounts BUT they do not automatically generate the AP invoice in the accounting application

  • Labor Costing
Blackpurl has two methods for costing labor both of which involve crediting wage expenses against those COGS through an account we refer to as Applied Technician Wages

For further information, please review our article -  Costing of Technician Hours

Accounting entries for payroll are handled in the accounting application as an expense (debit) to a wages account

Blackpurl then offsets(credits) its labor COGS entry against the Applied Wages expense account

The only difference between the two costing methods Blackpurl uses is when that credit to the expense occurs - in the simple method it occurs at time of invoicing the labor while in the other method it is recorded when technician job clocking entries are made

  • Undeposited Funds 

All payments received through Customer Orders (both Checkout and through Deposit sections) will automatically go through the Undeposited General Ledger that are set up in your Accounting Integration > Undeposited Funds 

Once the deposits of these funds show up in in the Dealership's bank account, the Dealership allocates the deposits to the Undeposited Funds General Ledger

For further information, please review our article - Undeposited Funds General Ledger - Blackpurl and Accounting Package (Xero and QuickBooks)