You don't need QuickBooks Online or Zoho Books to use the LedgerSync Rules Engine. Go to Rules Engine > Manual, open Settings > Initial Setup > Manual Setup, pick a client and upload an Excel file. The standard Template holds vendors and categories without GL codes, and the ACS Template has a GL Code column. Bank accounts are not part of either template.

Who this is for

• Firms not connected to QuickBooks Online or Zoho Books
• Clients on a manual or other accounting platform who still need automated categorization
• Anyone who wants to drive the Rules Engine from their own GL data

The two templates

There are two download buttons for these templates. Each gives you a different Excel file.

• Download Template: a file with two sheets. The Vendors sheet has one column, Vendor Name. The Categories sheet has Category Name, Account Type, Parent Category and Fully Qualified Name. This file has no GL Code column.
• Download ACS Template: a file with one sheet called Chart of Accounts, with the columns GL Code, GL Description and Vendor Name. Use this file if you want your GL codes in LedgerSync.

You only need the template that fits your data. You can upload a chart of accounts with GL Code and GL Description filled in and Vendor Name left blank.

Each row of the ACS template is read on its own terms. A vendor name on the same row as a GL code is added to the client's vendor list, but it is not linked to that GL code.

The ACS template keeps one row per GL Code. A row whose GL Code is already on an earlier row is left out, together with the vendor name on that row, and a warning in the upload results says how many rows were left out and names the repeated GL Codes (up to 10 of them, then how many more).

How to upload

1. In the top menu, click Rules Engine, then Manual.
2. In the left menu, open Settings > Initial Setup > Manual Setup.
3. Select the client and click Proceed to Upload. Uploaded data belongs to that one client, so repeat these steps for each client.
4. Click Download Template or Download ACS Template and fill in the file.
5. Drag the file onto the upload area or click Browse XLS/XLSX file. Only .xls and .xlsx files are accepted.
6. In Select upload scope, choose the option that matches your file: Vendors + Categories, Vendors only or Categories only for the standard template, or ACS Chart of Accounts for the ACS template.
7. Click Upload Data (after an upload during the same visit, the button reads Re-upload Data). LedgerSync shows how many vendors and categories were created, updated or skipped, and then lists them on the Review Data step.

If the client already has uploaded data, LedgerSync asks whether to remove it first (Delete and Upload) or add to it (Keep and Upload).

The uploaded data also appears under Settings > Client Settings as Manual Categories and Manual Vendors.

How a vendor gets a GL code

Through a rule and a Global Category. The two templates above do not link a vendor to a GL code. Create a Global Rule that assigns the vendor's transactions to a Global Category, then map that Global Category to the client's GL account in Settings > Global Settings > Global Categories.

When you upload with the ACS template, LedgerSync also adds each GL account to your firm's Global Categories (or reuses one with the same name) and links the client's account to it. Check those mappings in Global Categories before you rely on them.

After uploading

• Map your Global Categories as usual.
• Create Global Rules under Rules > Global Rules.
• Export categorized transactions from the Transactions page of Rules Engine > Manual with Export Transactions. Default downloads a CSV file and ACS downloads an Excel (.xlsx) file.

If you're on Accounting CS, use this same page: the ACS Template, the ACS Chart of Accounts upload scope and the ACS export option are the Accounting CS versions.

Need help?

Contact LedgerSync Support at support@ledgersync.com.