The Accounting CS (ACS) tools are in LedgerSync's Manual Rules Engine. To open it, go to Rules Engine > Manual. This article covers how GL codes are shown, how to export transactions for Accounting CS, how to upload an ACS chart of accounts, and how to delete categories and vendors.

GL codes shown with account names

When an account in your client's chart of accounts has a GL code, LedgerSync shows the GL code in front of the account name, for example 1000 - Cash - Checking. You see this on the Transactions page, in the category lists you use for rules, and on the Manual Categories page. An account without a GL code shows its name only. There is nothing to set up.

Exporting transactions for Accounting CS

1. Go to Rules Engine > Manual > Transactions.
2. Use the filter to show the transactions you want. You can also tick the rows you want. If you tick none, the export includes every transaction your current view and filter show.
3. Click Export Transactions and choose ACS.

The ACS option downloads an Excel (.xlsx) file. The Default option in the same menu downloads a CSV file with a different, longer set of columns.

The ACS file has one sheet, named Transactions, with these columns:

• Posted Date
• Description
• Dollar Amount
• GL Code (the account's GL code only, without the account name)
• Vendor Name (the vendor, or the payee when no vendor is set)

A split transaction appears as one line per split, each with its own GL code and amount.

What you need to do: If you have Excel macros, import templates or scripts that read this file by column position, make sure they match the columns listed above.

Exporting several clients at once

One ACS export can include transactions from more than one client. On the Transactions page, click the filter button, clear the Select Client field in the Filter Transactions panel, apply the filter, and then export with Export Transactions > ACS.

The file name depends on what the export holds:

• One client: the client name, the bank name, the account number and the date. If the rows come from more than one of that client's accounts, the account number is left out.
• Several clients: Multiple Clients followed by the date.

To export a single bank account, pick the client in the filter, then pick the bank account, and export.

Uploading your ACS chart of accounts

1. Go to Rules Engine > Manual, then Settings > Initial Setup > Manual Setup.
2. In the Select Client step, choose the client and click Proceed to Upload.
3. In the Upload Data step, open the Select upload scope list and choose ACS Chart of Accounts.
4. If you want to see the expected layout, click Download ACS Template. The template has a Chart of Accounts sheet with the columns GL Code, GL Description and Vendor Name.
5. Drag your XLS or XLSX file onto the page, or click Browse XLS/XLSX file.
6. Click Upload Data. If you have already uploaded during this visit, the button reads Re-upload Data.
7. If the client already has vendors or categories, LedgerSync asks whether to delete the existing data first. Choose Delete and Upload to replace it, or Keep and Upload to add to it.
8. LedgerSync saves the upload right away and shows how many vendors and categories were created, updated or skipped, with any warnings or errors. It then moves to Review Data, which lists the vendors and categories saved for the client.

Note on re-uploading: When you pick a client in Manual Setup, data from an earlier upload is not shown there, and the Review button stays unavailable until you upload a file. To see what is already saved for a client, open Settings > Client Settings > Manual Categories or Manual Vendors.

If you choose the wrong upload option

Always use ACS Chart of Accounts for an Accounting CS chart of accounts. If you upload a file whose sheet is named Chart of Accounts, or whose first two columns are GL Code and GL Description, with Vendors only, Categories only or Vendors + Categories, LedgerSync refuses it with this message: This looks like an Accounting CS "Chart of Accounts" file. Please upload it using the "ACS Chart of Accounts" upload type so the GL Code and GL Description are combined.

Nothing from that file is imported. Upload it again and choose ACS Chart of Accounts. If you had chosen Delete and Upload, the client's existing data for the upload option you chose (vendors, categories or both) was removed before the file was refused, so make sure you upload the file again.

Deleting categories and vendors

You can delete a client's categories and vendors one at a time, including test or duplicate entries added by mistake.

1. Go to Rules Engine > Manual, then Settings > Client Settings > Manual Categories or Manual Vendors.
2. Choose the client.
3. Click the trash icon on the row you want to delete and confirm.

To clear everything for a client, use remove all categories or remove all vendors on the same pages.

Need help?

Contact LedgerSync Support at support@ledgersync.com.

Related articles:

• Benefits of the LedgerSync Rules Engine
• Working with Global Rules and Global Categories