Overview:
What is a mapping group?
A mapping group is a rule that defines which lines are available in your mapping and summaries (journal entries or invoices). With these groups, you can customize your mapping as much as you want,creating new groups and tracking all the transactions exactly how you need!
Example:
You might start with a single default mapping group for all your platform fees. But if you want to break your platform fees down into different categories and map them accordingly, you can set up more groups based on description of other parameters. Once the groups are set up, you can regroup your summaries and map the new lines to the appropriate accounts.
It’s important to know that when you create an account in Synder Summary sync, you automatically get a list of default groups, so your basic mapping is ready to go. However, you will not be able to:
- Edit a default group
- Delete a default group
But you can always create new groups, which will be available in the mapping. Any data not assigned to a manual group will default to one of the preset groups. Keep reading to learn how to create your own groups.
List of default groups:
| Group name | Group conditions |
| Bank | Grouping: transaction = ANY (e.g. Transfer); Accounting category = Bank; amount > 0. |
| Clearing | Grouping: transaction = ANY (e.g. Payment, Expense); Accounting category = Clearing |
| Discounts | Grouping: transaction = ANY; Accounting category = Discounts |
| Exchange gain or loss | Grouping: transaction = ANY; Accounting category = Exchange Gain or Loss |
| Expenses | Grouping: transaction = ANY; Accounting category = Expenses |
| Chargebacks | Grouping: transaction = Expense, Adjustment (Expense, Deposit); Accounting category = Income NEW and Commission and Fees + NEW and Deferred Revenue + Line description contains: “chargeback withdrawal” or “chargeback reversal” (should it be available for old users?) |
| Fees | Grouping: transaction = ANY; Accounting category = Commissions and Fees |
| Gift card liability | Grouping: transaction = ANY; Accounting category = Gift Cards |
| Invoices | Grouping: transaction = ANY; Type = Accounts Receivable (for this type the Transaction table will not show any lines) |
| Inventory assets | Grouping: transaction = ANY; Type = Inventory (for this type the Transaction table will not show any lines) |
| Refunds | Grouping: transaction = ANY; Accounting category = Income |
| Recognized revenue | Grouping: Transaction = Adjustment; Accounting category = Income and Integration = RevRec, Amount >=0 |
| Recognized Revenue Refunds | Grouping: Transaction = Adjustment; Accounting category = Income and Integration = RevRec, Amount <0 |
| Sales | Grouping: transaction = Sales (e.g. Invoice, Sales Receipt); Accounting category = Income |
| Sales tax payable | Grouping: transaction = ANY; Accounting category = Taxes payable |
| Shipping income | Grouping: transaction = ANY; Accounting category = Shipping income |
| Tax withheld by marketplace | Grouping: transaction = ANY; Accounting category = Taxes Paid |
| Unapplied cash payment income | Grouping: transaction = Payment (e.g. Payment); Type = Unapplied cash payment income |
| Customer Balance | Grouping: transaction = ANY; Accounting category = Customer Balance Liability |
| Deferred Revenue | Grouping: transaction = ANY; Accounting category = Deferred Revenue |
| Tips | Grouping: transaction = ANY; Accounting category = Tips income |
| Transfer to balance | Grouping: transaction = Adjustment (e.g. Transfer); Type = Bank; Amount < 0 |
| Bad Debts | Grouping: Transaction = ANY; Accounting category = Bad Debts |
| Cost of Goods sold | Grouping: Transaction = ANY; Accounting category = Cost of Goods sold |
| Rounding | Grouping: Transaction = ANY; Accounting category = Rounding |
| Uncategorized | Grouping: transaction = ANY; Accounting category = ANY, Integrations = ANY. |
Note: The uncategorized group is assigned only if none of the above groups apply. You can see which transactions are in this group (if any) in the Summaries -> Register table.
How to create mapping groups?
Creating a group
To create a group for mapping, follow the steps below:
- Go to “Mapping” -> “Group.”
- Click “Add group.”
Any manually created group will be labeled as type “Manual.”
Understanding group conditions
1) Group
This is the field where you specify the name of the group. Once saved, the group name will appear in the mapping and apply to summaries.Note: If you change the group name later, the new name will show up in the mapping right away. However for summaries that are already created (whether synced or not) the old one will remain until the summary is refreshed.
2) Transaction
The “Transaction” dropdown shows the type of transaction coming from the platform. Keep in mind that different platforms have their own ways of naming transactions, so it’s a good idea to check specific transactions to understand how they map to your setup. .
Pro tip: If you are unsure about which transaction type to select, choose “All Transactions” and use other fields (like description or amount) to filter for the records you need.
a. Sale -> Any sales (invoices, orders) will appear under “Sale” group.
b. Payment -> If your platform generates invoices and invoice payments, payments to an invoice will display under this separate transaction type.
c. Refund -> This group includes refunds (note: it does not include chargebacks, only refunds from the platform)
d. Expense -> This group consolidates all platform-related fees, platform expenses (e.g. PayPal expenses, if any), and negative part of chargebacks.
e. Adjustment -> It is a fallback group for all other transaction types. It may contain credit notes to close voided or uncollectible Stripe invoices, positive part of chargebacks (chargeback returns), payouts to the bank, fee reversals, and similar items.
3) Accounting category
The “Accounting category” dropdown allows you to select a specific type of data in accounting terms. You can only select only one accounting category per group. This makes sense, as you don’t want to map, for instance, sales and fees to the same account. Limiting to one category per group ensures a more accurate mapping experience.
4) Integration
The “Integration” dropdown lists all your connected integrations. Usually, you would create a mapping category that spans all integrations. But if you want to have certain groups specific to a particular integration, just select it from the list.
5) Preview
Once you have set the conditions, click the “Preview” button to see which transactions fall under your selected parameters. You can add more conditions to filter specific data.
Pro tip: In Preview, you are going to see your transaction lines as they appear in the Register table (Summaries -> Register), showing data at the line level.
Example:
If you have an invoice (or order) with 2 products, discount, shipping and tax, you will see 5 lines in the table:2 for the products, one for the discount, one for the tax and one for shipping).
If your preview is empty, you either have to adjust the Group conditions or import more data from the platform, as the necessary transaction may not have been imported yet. You can see imported transactions under “Summary” -> “Transactions list”.
Setting additional conditions
You can add more detailed conditions based on the available data by following the these steps:
- Click “Add condition” and select the desired value from the dropdown (e.g. description, memo, address, etc.).
- Choose the operand, e.g. “contains”, “does not contain”, etc., and enter the specific value you need.
- You can always expand the transaction data to see the full list of available fields. In the example below the Memo field value is used to categorize an expense accordingly, so it was copied from the transaction data and pasted under additional conditions.
Adding condition groups
You can add multiple conditions or condition sets to build the groups that match your specific criteria. The key step is to click “Preview” to make sure that your condition sets work as expected and the correct transaction lines are filtered.
Changing the group priority
After setting all the necessary conditions, save the group. Once saved, you will see all your manually created groups.
Important: Drag and drop your manually created groups to set the priority order in which the groups will apply to transactions. Remember, the new groups will apply only to newly imported transactions. For already imported transactions, you will have to regroup them in order to refresh the group.
Read further to learn how to do that.
How to map your new groups?
In order to map your newly created groups follow the steps below:
- Go to “Mapping” -> “Sync mapping.”
- If your group does not appear there right away, you need to apply it to at least one transaction. You can do that either by importing new transactions from the platform OR by regrouping existing summaries. For instructions on how to regroup, check out this guide.
- Once you regroup the summary and see the new group applied, it should also appear under mappings.
How to disable mapping groups?
In order to disable the group follow the steps below:
- Click the 3-dot menu in front of the group you want to disable.
- Click “Disable group.”
This group will no longer be assigned to any new transactions. If you want to remove the group from your existing summaries, you will need to regroup them (learn more here).
Example:
If the “Amazon shipping fee” was assigned to certain Amazon fees but you no longer want to track it, disable the group and then regroup the summary containing it. The amount previously linked to this group will be reassigned to another fee group (based on conditions) or to the default group.
You can check the “Register” table to find the relevant fee line and see what group is currently assigned to each transaction line.
Reach out to the Synder Team via online support chat, phone, or email with any questions you have – we’re always happy to help you!