Setting Up the General Ledger in NX

📘 Setting Up the General Ledger in NX

The General Ledger (GL) in NX is where accounting integrations come together. This setup allows you to define your accounting software’s General Ledger codes and map them to specific transaction events that occur within NX — such as sales, discounts, fees, taxes, and tenders.

This ensures that your financial exports align perfectly with your accounting system (e.g., QuickBooks Desktop, Xero or other accounting platforms).

🧭 Navigation

To access and set up your General Ledger:

1. Go to Financial → General Ledger
2. Select New to create a new General Ledger configuration, or edit an existing one.

⚙️ General Ledger Setup Overview

The General tab is where you’ll define the structure of your ledger integration.

General Ledger Integration Setup

🧾 Adding General Ledger (GL) Codes

In the GL Codes section, you’ll enter each of your accounting system’s chart of accounts.
For each code, complete the following fields:

🧩 Mapping NX Events to GL Codes

Once your GL Codes are entered, you’ll map NX transaction events to their corresponding codes.
This ensures all data — from daily sales to tax and tender transactions — exports correctly to your accounting software.

Each mapping category includes a Catch-All code, which serves as a fallback for any unmapped activity.

💸 Discount Mapping

Used to record discounts applied to orders.

• Discount Catch-All: GL code for any discount not specifically mapped.
• Optionally check Override Enterprise Defaults to customize mappings for a specific venue.

🧾 Fee Mapping

Used to record delivery fees, service charges, or other applied fees.

• Fee Catch-All: Default GL code for fees not individually mapped.
• Use the Override checkbox to apply venue-specific mappings.

💰 Paid In Mapping

Records “Paid In” events — such as cash additions to the drawer.

• Paid In Catch-All: The GL code that will record all Paid In activity.

💸 Paid Out Mapping

Records “Paid Out” events — such as vendor payments made directly from the cash drawer.

Each Paid Out entry can be mapped to its appropriate expense account.

🛍️ Sales Mapping

Defines how sales are mapped by category.

You can:

• Specify a Sales Catch-All GL Code for all unmapped sales.
• Map specific NX Sales Categories (like Beverages, Food, Merchandise, etc.) to their own GL Codes.
• Assign a separate GL Code for Gift Card Sales if applicable.

This allows detailed revenue tracking in your accounting exports.

🧾 Tax Mapping

Used to record taxes collected on sales.

• Tax Catch-All: GL Code for all unmapped taxes.
• Map individual tax types (e.g., Sales Tax) to specific GL Codes for reporting accuracy.

💵 Tender Mapping

Used to record all tender activity, including payments, refunds, and deposits.

Tip Mapping Setup

Used to specify accounts for Tips Paid Out and Tips Retained.
These can also be overridden per venue.

🧠 Best Practices

• Always create a Catch-All GL Code for each category to ensure all transactions are captured.
• Match NX GL Codes exactly to those in your accounting system for seamless imports.
• Review and test exports regularly to verify that mappings align with your financial reports.
• If you have multiple venues, use Enterprise Defaults for consistency and override only when needed locally.

✅ Summary

By configuring your General Ledger in NX, you ensure accurate, automated financial reporting that integrates directly with your accounting platform — saving time, reducing errors, and keeping your books aligned with real-world operations.