Ledger Billing Maps are a key part of an accounting system integration within LineLeader. These mappings ensure the activity created in LineLeader maps to the right categories within your account system.
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Please Note:

Please ensure all billing maps have been configured including:

If you do not configure the above mappings, LineLeader will depend on its default mappings. If your ledger mappings do not exist in your accounting system or if you chose not to map the standard fields, an integration with your accounting system will likely not be successful.

If you do not see Ledger Billing Maps or the Ledger Detail Report as an option in your environment please reach out to support@lineleader.com. Our team can enable the Customization: billing/requireLedgerAccountName/enabled.

Allows you to map your Accounts Receivable (A/R) items to a specific ledger code from your accounting system.

Entering AR activity: AR activity automatically posts when you issue or void an invoice. Additionally, any payments you receive in the system will automatically affect AR.

Agency Overpayment Adjustment can be utilized to collect funds that were not originally billed to a third party agency. You may use this mapping to log the receipt of funds without creating a new invoice.

Adding an Agency Overpayment: Overpayment can be logged through the Payer Status widget. To learn more, please visit Receiving Overpayment via the Payer Status Widget

Credit Memos allow you to accept overpayments or prepayments made by a parent.

Adding Credit Memo Activity: If a parent makes an overpayment via credit card or ACH, a credit memo will be created automatically. If a parent overpays with a check, you may add a credit memo by visiting a parent’s account and adding the credit memo within their “Billing” tab. This guide will show you how: How to add a credit memo to an account in LineLeader

This mapping will help account for manually refunded Security Deposits. If you return a security deposit via cash or check, the Customer Liability/Payable ledger will be affected.

Adding Activity for Customer Liability/Payable: To manually refund a credit memo, visit a parent’s profile > tap on the “Billing” tab > scroll down to the “Credit Memos” section > under “Actions” tap “Manual Refund”.

Electronic Payment Deposits encompass payouts made to your bank account from the ACH and Credit Card payments processed through the system. This mapping offers additional flexibility if you have a local bank account that you may use for cash deposits and another bank you may use for electronic payments.

Adding Activity for Electronic Payment Deposits: If a parent processes payment through LineLeader using their credit card or ACH information, there is nothing you need to do. If you need to process a payment through the system on the parent’s behalf, you may visit the parent’s profile, locate the invoice, tap actions, and tap “pay”.

Manual and Other Credits are generally a catch-all account for transactions where other billing maps have not been explicitly defined. Specifically, if you do not define a ledger account for Security Deposit Refunds, Bad Debt, Payroll Deductions, or an “Other Credit” is issued against an invoice line item that does not have a ledger account defined, the transaction will be mapped to this account code. If you specifically map the examples above, activity will flow to your chosen ledger accounts.

Adding Activity for Manual and other Credits: If you do not have the above examples explicitly mapped, simply crediting an invoice will create an activity for this general Manual and Other Credits ledger.

Manual Cash and Payment Deposits is the account ledger code for the organization’s cash account. By default, all transactions that end in a cash debit or credit will use this account. This includes payments such as cash, check, money orders, external credit card swipes, etc. The only exception is that you can choose to set up a different cash account for online payment transactions.

Adding Activity for Cash and Payment Deposits: Log a payment made manually by a parent. For example, you could log the receipt of the check payment. Please note that other mappings, such as the “Electronic Payments Deposit” mapping described above can limit the type of transactions this mapping utilizes. To learn more about how to apply payments please visit: Billing: How to apply payments to an invoice

Payer Discounts (default) are the fallback ledger account for reimbursable payer sources that do not have their own payer ledger code associated. If you chose to map each payer to a specific ledger code, this mapping will not be used. This is a bit of a catch-all for third-party payers if you do not map them within the Billing > Configuration > Settings > Payers section.

Adding Activity for Payer discounts: Unless mapped to a specific ledger code, you can create activity against this mapping by logging a payment from a third-party subsidy.

Payment Settlement Fees only occur if your business pays to process electronic payments. If you pass these settlement fees along to parents to pay, this entry will likely always be zero for your center. However, if your center covers ACH or Credit Card processing fees on your parent’s behalf, this mapping allows you to categorize these fees to a specific ledger code.

Adding Activity for Payment settlement fees: If your center absorbs processing fees, this activity will occur only when users pay an invoice via ACH or Credit Card. Once a parent makes a payment, you will see this activity automatically populate on the Ledger Detail Report.

If your center offers payroll deduction to help cover tuition expenses via an employee's paycheck, this mapping offers you flexibility in mapping activity specifically around payroll deduction.

Adding Activity for Payroll Deduction: Once mapped, visit the account of a child that has a parent employed at your center. Locate the invoice you would like to credit and apply a payment with the credit reason “Payroll Deduction”. For more information, please visit Billing: How to apply payments to an invoice

If your center offers refundable deposits, you may want to consider using this mapping. The Security Deposit Liability/Offset mapping allows you to map refundable deposits to an alternate or “holding” account for tracking.

Adding Activity for Security Deposit Liability/Offet: Once this mapping is set, you will need to issue an item charge to a child for a security deposit. This guide will show you how to navigate this process: Charging, Receiving and Applying Security Deposits

This specific mapping is no longer relevant to customers that have implemented an accounting integration after December 1, 2021. If you implemented it beforehand, please contact support@lineleader.com with any questions you may have.

Unapplied Cash allows you to log the receipt of cash that you may not know the specific use of at point of receipt. For example, perhaps a subsidy submits an overpayment for a child. You are unsure if it was intentional or if you may need to refund it back to the agency. You may log this receipt of cash as "Unapplied Cash" to later manage outside of Manage.

Adding an Unapplied Cash: Overpayment can be logged through the Payer Status widget. To learn more, please visit Receiving Overpayment via the Payer Status Widget

Unmapped Funds allow you to delay creating account activity until payments are logged on the Bank Reconciliation Report via the Recent Manual Payments widget. If left unmapped, deposits will immediately appear on the Ledger Detail Report.

An Agency write off is the mechanism for capturing write-offs. For example, let's say you have a family that disenrolls from your center and has an open invoice. After some time passes, you realize the family will not be paying that invoice, so you would like to remove it from your books.

Adding Bad Debt Activity: When you credit an invoice with the credit reason “Bad Debt” you will be adding activity to your Bad Debt Ledger Mapping. To learn more about how to apply payments please visit Billing: How to apply payments to an invoice

If your ledger billing mapping is blank or incorrect, we have put default ledger billing mappings in place. It is important to note that if the default ledger billing mapping is inaccurate or blank, the batch will fail.

Some billing maps have fallback settings. See below:

In the event a billing mapping is not properly configured and does not have a default mapping to fallback on, LineLeader will use a textual reference instead. If a textual reference appears on the Ledger Detail Report, the accounting integration will fail. Below, is an example of a textual reference:

Textual Example:

Ledger Mapping Example:

If your accounting integration is not successful, please adjust the needed mappings before contacting support@lineleader.com to request a re-run of your integration