Setting up mapping
This for admin users and guides you on how to set up any mapping lists for your firm:
Mapping is the feature in Silverfin which allows you to report and work in a uniform way.
For Silverfin to understand the client data, is it easiest to map all of the account numbers coming into Silverfin, to a Chart of Accounts that Silverfin can interpret. Note that Silverfin was originally created in Belgium where, by law, there is a uniform Chart of Accounts for all companies (therefore mapping is rarely needed for Belgium companies).
You will often see the terminology
- "Account number" which is referring to your chosen common Chart of Accounts, which in this case is Silverfin
- "Original Number" which is referring to the 'inputs,' which in this case is Xero
Mapping to your standard Chart of Accounts
- If all of your clients use ad-hoc account codes, and there is not a common mapping structure, you can map your clients on a client-by-client basis. If this is the case, you do not need to complete stage 2 below. You can simply leave the 'original' number blank in your upload.
- If you are using a standard set of 'original' codes for many of your clients, we advise that you a central mapping exercise. This will bring in time and efficiency when uploading multiple client files.
1. Decide on your Chart of Accounts:
- If you are using Silverfin Accounts Production, you must map to a Silverfin Chart of Accounts.
- If you are not using Silverfin Accounts Production, you can choose the Chart of Accounts that is easiest for your firm. If you select a Chart of Accounts that differs from the Silverfin Chart of Accounts, your working papers and reporting templates will require some configuration, and we therefore advise the adoption of a Silverfin Chart of Accounts.
2. Central mapping: Mapping the 'original' account codes, to your chosen Chart of Accounts. [If you are mapping on a client by client basis, skip to step 3]
As mentioned above, if you are using a common Chart of Accounts in your bookkeeping software / manual ledgers, it is beneficial to include the 'original' account numbers into the Chart of Accounts mapping document. Remember: if you are using multiple bookkeeping systems, each with a common Chart of Accounts, you can create several separate mapping documents (E.g. one for each of Xero, Sage, QB etc).
An example: If you have selected a Silverfin Chart of Accounts, and you want to map your commonly used Xero account codes automatically, you can include these in a very simple Excel document.
In the example below, we have mapped the Xero 'original' accounts in column B, to the 'mapped' account numbers in column A which are Silverfin. Remember- not every 'mapped' code needs to be mapped to an 'original' code- just focus on the codes you use regularly!
Question: "What do I do if I want to map multiple 'original' accounts to one 'mapped' account" (in this example, what if you want to map 2 Xero accounts, to one Silverfin account?)
You have 2 options here:
- Keep the original numbers unique across your firm: If you want to keep the original number completely unique (for example, if you want to export out of Silverfin as unique, or query unique account numbers in Insights), we need to make a unique account number. To do this, you should duplicate the 'mapped' account number and add a letter. This will keep a unique reference for all of your clients. (In the below example, there are 4 Xero codes that are being mapped to one Silverfin code (240501) for all of our clients, and hence we have used the lettering A B and C to ensure we keep these unique.) This is particularly useful if you want to export the data into another Accounts Production software for example, and need to keep the account numbers unique.
- Use suffixes: If you are happy to map both numbers to one Silverfin account, you can activate the use of a suffix (.001 .002 .003 etc). This is useful when you don't require a 1:1 mapping upon export. For example: If the 'original' account numbers for your client have separate TB account codes for Water, Gas, and Electricity, and in your standard Chart of Accounts you are happy with a single TB account for 'Utility costs', you could map all three accounts to the '700000 Administration expense - Utility costs' account. When uploaded, this would automatically give the individual client the mapped account numbers 700000.000, 700000.001, 700000.002 respectively. This means all your templates can work using the single '700000' account number. You can still see the account lines separately within a particular client, but there will not be consistent for all of your clients. Important- if you want to keep the 1:1 mapping across all of your clients, you should use a letter after the account name (as above).
3) Upload your Chart of Accounts in Silverfin
For Admin users, your mapping Excel workbook can be uploaded under Templates > Mapping lists. Click 'Add a mapping list' and simply follow the instructions for upload.
There are two options when you add a mapping list (which also can be accessed by editing the mapping list after it is created):
- Suffixes: As we discussed above, if you don't require one-on-one mapping between the 'original' account codes and the 'mapped' Chart of Accounts for all of your clients, select 'Add a suffix to the account numbers...'
- Original account names: If using the suffix option we'd also recommend you use original account names. Why? Because how helpful is seeing 700000.000 - Administration expense - Utility costs, 700000.001 - Administration expense - Utility costs, 700000.002 - Administration expense - Utility costs? Not very useful. Instead you would see 700000.000 - Water, 700000.001 - Gas, 700000.002 - Electricity.
It's worth noting you can configure all reports to show either the 'mapped' numbers, or 'original' accounts numbers for each client.
3. Add your mapping to a Client Template
You can specify which mapping lists you want to use in a client template, and this will automatically activate that mapping list for all your clients using this client template:
You can also override the mapping used at a client level, if you go to "Edit client" you can choose the mapping list that must be applied to the company.
4. Complete your mapping for any accounts that were not included in the central mapping
You can read this article to find out how to map any unmapped accounts on a client level.
If you later realise there are some extra accounts that you want to centrally map, then you can add this to the central mapping by returning to your 'mapping screen' within templates, and clicking the + in the top right corner.