This article is Step 7 of Understanding Accounting Integration - Categories 


To see all the steps of Understanding Accounting Integration, please review - Understanding Accounting Integration



Step 7 - Categories - Introduction


Categories are the method Blackpurl uses for mapping transactions to your accounting package


Categories tell all Blackpurl transactions what General Ledger accounts they should be using when they integrate to in your accounting package


Please take the time to understanding Categories as using Categories will be the key to a successful integration between Blackpurl and your accounting package


This video is a great overview and we would recommend that you take the time to watch it - QuickBooks Accounting Integration Video 6 of 9 - Blackpurl Categories


In the majority of cases how categories work can be summarised in a couple of simple points

  1. Depending on the type of category, you may need to assign 1, 2 or 3 General Ledger accounts to it - Income / COGS / Inventory
  2. Every Part, Labour Code, Sublet, Fee, Adjustment, Internal Expense and Tax will need to have a category assigned to it 
  3. As the category will determine which General Ledger Accounts will be affected when that Part, Labour Code, Sublet, Fee, Adjustment, Internal Expense and Tax etc is used in Blackpurl 
  4. Categories are used to integrate both sales and purchases to your accounting package
  5. There are a few types of categories that will not be attached to a product

Example 1 - Adjustment Categories as they are used to define where you may wish to adjust inventory

Example 2 - Internal Expense categories are used to define how to allocate an internal expensed customer service job


Blackpurl will come with a basic default set of 9 categories (to cover all types of categories) which you can alter and also add additional categories going forward

To create a new Category:

  1.  Click on
  2.  Then select a Category Type 


These are the types of Categories available for selection and which one you select will determine where it is used.  For example - you can only use the Category Type: Part - on a Part Record



Explanation of Category Types:


Category Type 

Description and Further Information

 

Adjustment

 

An adjustment category is what you would use when doing a Unit Cost Adjustment or Part Cost/Qty Adjustment 

This article will explain in further detail – Understanding Accounting Integration - Category Type: Adjustment

 

 

Fee

 

A Fee category is what you would allocate when creating a Fee

A Fee can be added to a Customer Order or to a Vendor Invoice 

This article will explain in further details - Understanding Accounting Integration - Category Type: Fee

 

 

Labor / Labour

 

A Labor / Labour Category is what you would assign to your Labor / Labour codes or to relevant Transaction Types 

This article will explain in further details – Understanding Accounting Integration - Category Type: Labor / Labour

 

 

Miscellaneous

 

 

A miscellaneous category is assigned to Miscellaneous items


 

Part

 

A Part Category is assigned to individual Part Records

What General Ledger accounts that are assigned to this category need to used when the Part with this Category is involved in an accounting entry ie Customer Order / Vendor Receiving

This article will explain in further details – Understanding Accounting Integration - Category Type: Parts

 

 

Sublet 

 

This Category is assigned to Sublets, Warranty Plans and Dealer Options in order to assign what General Ledger accounts are to be used when a Sublet, Warranty Plan or Dealer Option is involved in an accounting entry ie adding a sublet to a Customer Order / Vendor Receiving a Sublet etc

This article will explain in further detail - Understanding Accounting Integration - Category Type: Sublet

 

Tax

This Category Type is used for Tax Collected and Tax Payable and what are the relevant General Ledger accounts that you want to use in your accounting package

This article will explain in further details - Understanding Accounting Integration - Category Type: Tax

 

Unit 

This Category Type is assigned to Stocked Units and what General Ledger Accounts that you want to use in your accounting packaged when an accounting transaction needs to integrate

This article will explain in further details - Understanding Accounting Integration - Category Type: Unit



3. Once you have selected the Category Type, you will need to give the new Category a unique name


4.  Now to assign General Ledger accounts from your Chart of Accounts to the new Category

Depending on what Category Type you have selected will determine if you need to allocate an Income General Ledger / COGS General Ledger / Inventory General Ledger 


Income General Ledger - needs to be Revenue or Income General Ledger accounts

COGS General Ledger accounts - needs to be COGS General Ledger Accounts

Inventory General Ledger accounts 

  • If it is attached to a Parts Category or Unit Category, it will need to be Account Type: Current Asset General Ledger (not Inventory)
  • If it is attached to a Sublet Category, it will be your accrual liability General Ledger