validation

Validating Chart of Accounts Mappings

Overview

Validation ensures all required expense categories and revenue accounts are properly mapped before syncing financial data to your accounting provider.

Running Validation

How to Validate

  1. Go to Chart of Accounts > Validation
  2. Click Run Validation
  3. Wait for validation to complete (usually < 5 seconds)
  4. Review the results

What Validation Checks

The system verifies:

CheckDescription
Required Expense MappingsAll expense categories have active mappings
Required Revenue MappingsDefault revenue account is configured
Valid GUIDsMapped accounts have valid provider IDs (not "PENDING_SETUP")
No DuplicatesNo duplicate mappings for same category + order type
Active AccountsMapped accounts are active in the provider
Account Type MatchExpense categories map to Expense accounts, revenue to Income

Validation Results

Result Summary

After validation completes, you see:

MetricDescription
ValidNumber of mappings ready for sync
InvalidNumber of mappings with errors
MissingNumber of required mappings not configured

All Valid

Validation Passed
Valid: 15 mappings
Invalid: 0
Missing: 0

Your Chart of Accounts is ready for sync.

Everything is configured correctly. You can proceed with syncing financial data.

Missing Mappings

Validation Warnings
Valid: 10 mappings
Invalid: 0
Missing: 5

Missing Expense Mappings:
- parking
- tolls
- supplies
- mileage
- shipping

Click on a mapping to configure it.

You must configure the missing mappings before sync will work properly.

Invalid Mappings

Validation Errors
Valid: 12 mappings
Invalid: 3
Missing: 0

Invalid Mappings:
- parking: Account GUID is "PENDING_SETUP"
- supplies: Account no longer exists in QuickBooks
- commission: Account is inactive in QuickBooks

Fix the invalid mappings by editing them and selecting valid accounts.

Fixing Validation Issues

Missing Expense Mappings

Problem: Required expense category has no mapping.

Solution:

  1. Click on the missing category name
  2. Select an account from the dropdown
  3. Click Save
  4. Re-run validation to confirm

Missing Revenue Mapping

Problem: Default revenue account is not configured.

Solution:

  1. Go to Revenue Mappings
  2. Click Configure Default Revenue
  3. Select an Income-type account
  4. Click Save
  5. Re-run validation

Invalid GUID (PENDING_SETUP)

Problem: Mapping uses placeholder GUID instead of real account.

Solution:

  1. Import Chart of Accounts from provider
  2. Edit the invalid mapping
  3. Select a real account from the dropdown
  4. Click Save

Account Deleted in Provider

Problem: Account was deleted or deactivated in your accounting software.

Solution:

  1. Re-import Chart of Accounts to sync status
  2. Edit the mapping
  3. Select a different, active account
  4. Click Save

Duplicate Mappings

Problem: Two mappings exist for the same category and order type.

Solution:

  1. Review both mappings
  2. Deactivate or delete the incorrect one
  3. Re-run validation

Account Type Mismatch

Problem: Expense category mapped to Income account (or vice versa).

Solution:

  1. Edit the mapping
  2. Select an account of the correct type
  3. Click Save

Required Mappings

Required Expense Categories

These categories MUST be mapped:

CategoryDescription
parkingParking fees
tollsBridge/road tolls
suppliesOffice supplies
mileageVehicle mileage
shippingShipping/Postage
copyPrinting/copying
courierCourier services
otherMiscellaneous
commissionNotary commissions
vendorVendor payments

Required Revenue Mappings

MappingDescription
defaultDefault revenue account (required)
[order_type_id]Order type specific (optional)

Validation Best Practices

When to Run Validation

  • After Initial Setup: Before first sync
  • After Adding Categories: When new expense types are added
  • After Changing Mappings: After editing any mapping
  • Periodically: Monthly or quarterly to catch issues
  • Before Reporting: Before key financial reporting periods

Interpreting Results

  • Valid + Missing = OK: Configure missing mappings
  • Valid + Invalid = Fix Errors: Fix invalid mappings
  • All Valid = Ready: Proceed with sync

Preventing Issues

  1. Import First: Always import before mapping
  2. Validate Early: Run validation before relying on sync
  3. Fix Promptly: Address validation errors immediately
  4. Re-validate: After fixing issues, run validation again

Troubleshooting Validation

Validation Keeps Showing Same Error

Cause: Changes not saved or cache not refreshed.

Solution:

  1. Refresh the page
  2. Verify the mapping was saved (check audit log)
  3. Re-run validation

Validation Fails After Re-Import

Cause: Re-import may have changed account GUIDs or status.

Solution:

  1. Review the validation errors
  2. Fix each invalid mapping
  3. Run validation again

"Unexpected Validation Error"

Cause: System error during validation.

Solution:

  1. Refresh the page and try again
  2. Check internet connection
  3. Contact support if issue persists

Validation Workflow

1. Import Accounts
   ↓
2. Map Categories
   ↓
3. Run Validation
   ↓
4. Fix Issues (if any)
   ↓
5. Re-validate
   ↓
6. All Valid? → Proceed with Sync
   ↓
   No → Return to step 4

See Also