Overview

The LedgerSync Rules Engine has two distinct components that work together when using Accounting CS (ACS):

1. Global Rules — Created once at the firm level and mapped to each client's GL categories. These rules tell LedgerSync how to categorize transactions (e.g., "Starbucks → Meals").

2. GL Upload per Client — Each client's chart of accounts (GL codes) must be uploaded into LedgerSync. This is a hard requirement for ACS — the GL code is what gets written to the accounting system.

Understanding how these two parts connect is the key to a smooth ACS workflow.

How It Works: A Simple Example

Client: ABC
Vendor: Starbucks
Client GL Code: 10000 – Meals and Entertainment
Global Category in LedgerSync: Meals

Step 1 — Create a Global Rule in LedgerSync
In the Rules Engine, create a rule that categorizes the vendor "Starbucks" to the Global Category "Meals." This rule is set up once and applies across all mapped clients.

Step 2 — Map the Global Category to the Client's GL Code
Navigate to the Global Categories section and map "Meals" to Client ABC's GL Code 10000 – Meals and Entertainment.

That's it. LedgerSync now knows: when it sees "Starbucks" for Client ABC, categorize it as GL Code 10000 – Meals and Entertainment, and push that to ACS.

What You Need Before You Start

1. Each Client's GL / Chart of Accounts
The GL code is a hard requirement for ACS. Without it, LedgerSync cannot write the correct account code to the accounting system. You'll upload each client's GL via the Excel upload spreadsheet. If multiple clients share the same chart of accounts, you can upload the same file for each one.

2. Global Categories Created in LedgerSync
Global Categories are your firm-level "bridge" — they connect vendor rules to each client's specific GL codes. These need to be created manually in the Rules Engine before mapping can begin.

Step-by-Step Setup

Step 1: Upload the Client's GL

1. Obtain the client's chart of accounts (GL codes and account names)
2. Format it using the LedgerSync GL upload spreadsheet template
3. Navigate to the client in LedgerSync → Rules Engine → Global Categories
4. Select the client from the dropdown (e.g., "CLEM4925 – Chad Clement")
5. Upload the GL file — this populates the client's available GL codes for mapping

Step 2: Create Global Categories

1. Go to Rules Engine → Global Rules → Global Categories
2. Click Add Global Category
3. Create a category name that represents the account type (e.g., "Meals," "Auto Expenses," "Bank Charges")
4. Once created, you'll see the category listed with a "Clients Mapped" and "Clients Not Mapped" count

Step 3: Map Global Categories to Client GL Codes

1. Click on a Global Category (e.g., "Meals")
2. Select the client to map
3. Choose the corresponding GL code from the client's uploaded chart of accounts (e.g., 10000 – Meals and Entertainment)
4. Save — the mapping is now active for that client

Step 4: Create Global Rules

1. Go to Rules Engine → Global Rules
2. Click Add Rule
3. Set the vendor/payee (e.g., "Starbucks")
4. Assign it to the relevant Global Category (e.g., "Meals")
5. The rule will now apply to all clients where "Meals" has been mapped to a GL code

Key Points to Remember

• Global Rules are created once — they apply firm-wide to all clients where the Global Category is mapped
• GL upload is required per client — even if clients share the same chart of accounts, each client needs their GL loaded
• Clients Not Mapped (orange badge) means that Global Category hasn't been linked to a GL code for those clients yet — rules won't trigger for unmapped clients
• Clients Mapped (green badge) means the category is active and rules will fire for those clients
• If the same GL exists across multiple clients, you can upload the same spreadsheet for each — the GL codes just need to be present

Need Help?

Contact LedgerSync support at support@ledgersync.com or reach out to Matthew Fulton, our Rules Engine workflow specialist, for hands-on guidance setting up your Global Rules and ACS mappings.