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Mapping Accounts

Account mapping is the process of assigning each GL account (and optionally each analytical axis combination) to a reporting line in your structure. Without mappings, accounts appear in reports as "Unmapped" and don't contribute to any subtotals.

The mapping interface​

Open the Reporting Structure page and click the Edit (pencil) icon in the top right corner of the command bar. Select the structure you want to map. The toolbox on the right side contains:

  • Accounts tab — all unmapped GL accounts and analytical axis combinations from your accounting integration
  • Report Anchors tab — your configured dashboard KPIs
  • Templates tab — saved structure templates
  • Preview tab — a live preview of what your report will look like with current mappings

How to map accounts​

Drag and drop accounts from the Accounts tab onto the target reporting line in the tree.

  • Drop on a leaf line (no children) — the account is mapped directly to that line
  • Drop on a parent line — a confirmation asks whether you meant the parent or want to create a child line

To remove a mapping, hover over the account in the tree to reveal the action icons on the right, then click the Delete (trash can) icon.

Create a new mapping​

If you need to map an account or analytical axis combination that doesn't yet exist in your general ledger, you can create a new mapping directly:

  1. Hover over the reporting line in the tree where you want to add the mapping to reveal the action icons on the right.
  2. Click the Add (plus) icon.
  3. A modal window titled "Create a new mapping for [Reporting Line Name]" will open.
  4. In the Account list, select the GL account you want to map.
  5. If your entity uses analytical axes, in the Analytical Axis list, select the specific analytical axis you want to map. If you don't select an analytical axis, the mapping will apply to the GL account regardless of its analytical axis.
  6. Click Save.

If the selected account or account-analytical axis combination is already mapped to a different reporting line, a warning message will appear. You will be prompted to confirm if you want to move the mapping to the new reporting line.

Analytical axes​

If your accounting software uses analytical axes (also called cost centres, dimensions, projects, or departments), each GL account may have multiple axis values. Monitr lets you map account × axis combinations to different reporting lines.

For example:

  • Account 60000 (Salaries) + Axis "Sales department" → mapped to Personnel Costs / Sales
  • Account 60000 (Salaries) + Axis "R&D department" → mapped to Personnel Costs / R&D

This enables granular reporting without splitting accounts in your chart of accounts.

Selecting the primary axis​

During onboarding you're asked to select the primary analytical axis — the dimension that drives the breakdown in your reports. You can change this later from entity settings.

Smart Mapping​

Monitr can automatically analyse your account names and codes and generate Smart Mapping suggestions — pre-filled recommendations for where each account likely belongs.

To use Smart Mapping:

  1. In the Accounts tab of the toolbox, click the Smart Mapping (sparkle) button.
  2. A modal window opens. Monitr analyses your unmapped accounts and displays a table of suggestions. Each row shows:
    • The account number and name, and any analytical axis details
    • The suggested reporting line — hover to see its full path in the structure
    • A Confidence level: High (strong match based on account name and conventions), Medium (plausible but worth reviewing), or Low (uncertain, review before applying)
  3. Suggestions with Medium or High confidence are pre-selected. Review the checkboxes and adjust as needed.
  4. Use the tabs at the top of the modal to filter by confidence: All, High, Medium, Low, or Not mapped (accounts where no confident match was found).
  5. To change a suggested reporting line, click the line name to open a menu of alternatives, or select Choose manually… to pick any line in your structure.
  6. To re-run the analysis after applying a first batch, click the Re-analyse (circular arrow) icon next to the stats line.
  7. Click Apply [count] suggestion(s) to apply the selected mappings.
Large account sets

If you have more than 500 unmapped accounts, only the first 500 are analysed in one pass. Apply the initial batch and run Smart Mapping again to cover the rest.

Re-analyse for better results

After applying an initial batch of suggestions, running Smart Mapping again often produces better results, as more mapped accounts provide additional context for the analysis.

Filtering and Sorting Accounts​

To filter or sort the list of unmapped accounts in the Accounts tab:

  1. In the Accounts tab of the toolbox, click the Filter and sort (funnel) icon at the top right of the panel. The icon turns blue when filters are active.
  2. A filter menu expands, allowing you to:
    • Sort by: Select whether to sort accounts by Account Number, Account Name, or Analytical Axis Code. Click the Sort Direction (up/down arrow) icon to toggle ascending or descending.
    • Search Account: Type to filter accounts by name or number.
    • Search Analytical Axis: If your entity uses analytical axes, type to filter by analytical axis code or name.

Creating a new mapping manually​

In addition to dragging and dropping existing accounts, you can manually create a new account-analytical axis combination and map it to a reporting line. This is useful for budgeting purposes or to prepare for future general ledger transactions.

  1. In the reporting structure tree, click the Add mapping (plus) icon on a leaf reporting line.
  2. A modal window opens. In the Account Selection panel, select an account from the list.
  3. If your entity uses analytical axes, in the Analytical Axis Selection panel, select an analytical axis from the list. If you don't select one, the mapping applies to the selected account regardless of its analytical axis.
  4. Click Save.

If the selected account-analytical axis combination is already mapped to a different reporting line, a warning message will appear. You will be prompted to confirm if you want to move the existing mapping to the new reporting line.

Viewing Account – Analytical Axis Details​

You can view detailed information about an account – analytical axis combination, including its transactions, linked budget accounts, and mappings in other reporting structures.

  1. In the reporting structure tree, click on an account – analytical axis combination.
  2. A modal window titled "Account – analytical axis details" will open, displaying the following tabs:
    • Transactions: Shows all general ledger transactions for this specific account and analytical axis combination.
    • Budget accounts: Lists any budget accounts linked to this combination.
    • Other structures: Displays if and how this combination is mapped in other reporting structures within your entity.
  3. To delete the account – analytical axis combination, click the Delete combination button. This button is disabled if the combination is still in use by transactions or budget accounts. A tooltip will explain why it's disabled.

Unmapped accounts​

Any GL account with transactions that isn't mapped to a reporting line shows up in the Validations page under "Unmapped Accounts" (or as "Unmapped Products" if the product is missing from the Inventory budget module). Unmapped accounts are silently excluded from all report totals, which can cause P&L or Balance Sheet imbalances.

Make sure all accounts with balances are mapped before relying on your reports. Check the Validations page regularly to catch new unmapped accounts after imports.

Bulk operations​

When you have many accounts to map, work systematically:

  1. Start with the Accounts tab — sort by account code or name.
  2. Use Smart Mapping as a first pass.
  3. Group related accounts together in the tree.
  4. Go through the Validations page to catch anything missed.

After mapping​

Once all accounts are mapped, run a fresh import to regenerate your report data. Then check the Validations page to confirm there are no Balance Sheet imbalances or unmapped accounts with material balances.