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GL account map (CifraHQ)

GL account map (CifraHQ)

Overview

The GL account map (CifraHQ) screen ties each type of fixed asset Accounting event (acquisition, depreciation, disposal, revaluation, impairment and transfer) to the matching account code in CifraHQ. When ActivoHQ generates journal entries, it consults this map to decide which account each movement is posted to. The staff responsible for the system's Accounting setup maintain it.

How to get there

Master > GL Account Map

Direct URL: /master/gl-account-map

Key concepts

Term Meaning
GL Event The type of fixed asset movement that produces an entry in CifraHQ (for example, acquisition, depreciation).
Account Code The alphanumeric Accounting code exactly as it is defined in the CifraHQ chart of accounts.
Mapping The rule linking a GL Event to an Account Code; ActivoHQ uses it when creating automatic entries.
CifraHQ The external Accounting system integrated with ActivoHQ, where fixed asset entries are sent.

How to use it

View the existing mappings

  1. Go to Master > GL Account Map.
  2. The table shows every configured mapping, sorted by GL Event ascending.
  3. Use the search field in the table header to filter by Account Code.
  4. To refresh the view with the latest data, click Refresh (the circular arrow icon).

Create a new mapping

  1. Click New (top right).
  2. In the New GL Account Map dialog, fill in the required fields:
    • Select the GL Event from the drop-down.
    • Enter the CifraHQ Account Code.
    • (Optional) Enter a Description to identify what the mapping is for.
    • Tick or untick Active as appropriate (it is ticked by default).
  3. Click Save. The system shows a confirmation notification and refreshes the table.

Note: only one mapping can exist per GL Event within the same company. If you try to create a duplicate, the system shows an error.

Edit an existing mapping

  1. In the table, click the GL Event name (an underlined link) on the row you want to change.
  2. The Edit GL Account Map dialog opens with the current values.
  3. The GL Event field is not editable in edit mode (it is disabled).
  4. Change the Account Code, the Description or the Active status as needed.
  5. Click Save. The system shows a confirmation notification.

Alternatively, you can right-click a row and choose Edit from the context menu.

Delete a mapping

One at a time:

  1. Right-click the row of the mapping you want to delete.
  2. Choose Delete from the context menu.
  3. Confirm the action in the confirmation dialog by clicking Delete.
  4. The system shows a success notification and removes the record from the table.

Several mappings at once:

  1. Select the rows you want to delete using the table's selection checkboxes.
  2. Click the Delete (N) button that appears in the header with the selected row count.
  3. Confirm the action in the confirmation dialog.
  4. To cancel the selection without deleting, click Clear selection.

Fields

Main table

Field Type Description
GL Event Text (link) The type of fixed asset movement. Click it to open the edit dialog.
Account Code Text The CifraHQ account code tied to the event.
Active Checkbox Whether the mapping is enabled for use in automatic entries.
Description Text Free text identifying what the mapping is for.

Create / edit dialog

Field Type Required Description Validation
GL Event Drop-down Yes The Accounting event type to map. Not editable after the record is created. A valid option must be selected. Unique per company.
Account Code Text field Yes The account code in the CifraHQ chart of accounts. Required; maximum 64 characters.
Description Text field No A free description of the mapping. Maximum 256 characters.
Active Checkbox No Enables or disables the mapping. Ticked by default. -

Available GL Events

Value Name on screen
1 Asset Acquisition
2 Depreciation
3 Disposal
4 Revaluation
5 Impairment
6 Transfer

Permissions

Available to users with access to the module, as configured by your administrator.

Notes

  • CifraHQ integration: ActivoHQ consults this map every time it generates an automatic journal entry. If a GL Event has no active mapping, the matching entry cannot be sent to CifraHQ.
  • Uniqueness per company: the system enforces at most one mapping per GL Event per company. If your organization runs several Companies, each keeps its own account map independently.
  • Change history: records in this module are audit-tracked; changes are recorded with the user and the date.
  • Active company: the table shows the mappings of the company currently selected. If you switch company from the company selector, the table updates automatically.

Troubleshooting

Symptom Likely cause Resolution
No mapping appears in the table. No mappings have been configured for the active company yet. Click New to create the first mapping, or check that the right company is selected.
The Save button stays disabled. GL Event or Account Code is empty. Fill in both required fields before saving.
Error on save: duplicate or conflict. A mapping already exists for that GL Event in the active company. Edit the existing mapping instead of creating a new one. Find the event in the table and click its name to edit it.
The GL Event field is disabled in the dialog. You are editing an existing mapping; the event cannot be changed after creation. If you need a different event, delete the current mapping and create a new one with the right event.
The message "No GL account mappings found" appears in the table. No mappings are registered, or active filters exclude every record. Check the active filters and click Clear filters if needed, or create the first mapping with New.
Asset entries are not reaching CifraHQ correctly. The mapping for that event type is inactive or missing. Check that the matching GL Event has a mapping with Active ticked and that the Account Code is correct in CifraHQ.

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