Text-to-Account Mapping Window

Specifies mappings between specific text on incoming documents and specific debit, credit, and balancing accounts in the general ledger or on bank accounts so that the resulting document or journal lines are prefilled with the specified information. For more information, see similar functionality in How to: Map Text on Recurring Payments to Accounts for Automatic Reconciliation.

Once you have created a text-to-account mapping, any incoming document that contains the specified mapping text will be processed according to the mapping. You can create an unlimited number of mappings in the Text-to-Account Mapping window.

Text-to-account mappings are particularly helpful in connection with automatic creation of documents and journal lines in Microsoft Dynamics NAV from electronic documents. For more information, see How to: Receive and Convert Electronic Documents.

Examples

Example 1: Create a text-to-account mapping that helps to process electronic documents from a certain vendor as a general expense that is either posted to a relevant expense account or is posted to a bank account because it has already been paid.

1. In the Mapping Text field, enter the vendor’s name.

2. In the Debit Acc. No. field, select the G/L account that you want this type of expense to be posted to.

3. In the Bal. Source Type field, select G/L Account if you want to post this type of expense to the general ledger for payment processing later. Alternatively, select Bank Account if the expense is already paid.

4. In the Bal. Source No. field, select the G/L account or bank account that will be used as the balancing account on the resulting general journal line.

   Next time you process electronic incoming document containing the specified vendor name, the resulting general journal line is prefilled according to the text-to-account mapping.

Example 2: Create a text-to-account mapping that helps to process single-line electronic documents received from the OCR service for multi-line source documents.

When you convert electronic documents received from the OCR service to documents or journal lines in Microsoft Dynamics NAV, multiple lines on the source document will be summed on one line. The single line will be of type G/L Account and the Description and (G/L account) No. fields will be empty. The value in the Amount field will equal the total amount excluding VAT of all lines in the source document.

1. In the Mapping Text field, enter the text that you know always appears on such source documents and that you want to have entered in the Description field on the resulting document or journal line.

2. In the Debit Acc. No. field, select the G/L account that you want this type of expense to be posted to.

   Next time, you process a multi-line source document from the OCR service containing the specified (description) text, the resulting document or general journal line is prefilled with the mapping text in the Description field and the debit account number in the No. field.

   In addition, you can have the resulting document or general journal line prefilled for posting to a bank account by creating a text-to-account mapping as described in Example 1.

The Default Debit Account for Non-Item Lines and Default Credit Account for Non-Item Lines fields show the name of the G/L account that is automatically inserted on document or general journal lines that are created from electronic documents when the incoming document line does not contain an identifiable item.

Choose the fields to open the Debit Acc. for Non-Item Lines field For more information, see Debit Acc. for Non-Item Lines.Purchases & Payables Setup

See Also

Reference

Incoming Document

Other Resources

Debit Acc. for Non-Item Lines
How to: Receive Electronic Documents
How to: Set Up Electronic Document Sending and Receiving
How to: Handle Errors for Incoming Documents
How to: Send Electronic Documents
How to: Set Up Data Exchange Definitions
Data Exchange
Business Functionality