Business Central Chart of Accounts Mapping Worksheet
Mapping the chart of accounts is where finance and the implementation team agree what the new Business Central ledger looks like. This worksheet captures the mapping, the BC account properties and the opening balance reconciliation in one place.
| Legacy account | Legacy name | BC No. | BC Name | Account Type | Income/Balance | Direct Posting | Legacy balance | BC opening balance | Variance | |
|---|---|---|---|---|---|---|---|---|---|---|
$0 | ||||||||||
$0 | ||||||||||
$400 | ||||||||||
$0 | ||||||||||
$0 | ||||||||||
$0 |
Debits positive and credits negative, so a balanced trial balance sums to zero. Example figures are illustrative; the third row shows a deliberate variance to investigate.
Chart conversion review
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How to use it
List each legacy account and decide the BC account number and name. Set the Account Type: Posting accounts receive entries, while Heading, Begin-Total, End-Total and Total accounts structure the reports. Mark Income Statement or Balance Sheet and decide whether Direct Posting is allowed. Direct posting should usually be off for control accounts such as receivables, payables and inventory, so users cannot post to them from a general journal by accident. Then enter legacy and BC balances to prove the trial balance.
Design guidance
Business Central supports dimensions, so avoid encoding department, plant or product line into account numbers when a dimension does the job. A leaner account list with global dimensions keeps reporting flexible and reduces the posting group matrix. Many partners start from a standard chart template and adapt it, then map legacy accounts many-to-one. Keep a record of many-to-one merges because auditors will ask how historical comparisons were preserved.
- Plan numbering ranges per class: assets, liabilities, equity, revenue, cost, expense
- Decide which accounts need the Reconciliation Account setting in your version
- Use totaling formulas on Total and End-Total accounts and test them
Reconciling opening balances
The variance column is legacy balance minus BC balance. After you load balances through a general journal or configuration package, the total of every balance must match the legacy trial balance at the cutover date. Differences usually come from rounding, accounts mapped twice, accounts missed, or sub-ledgers that were converted separately from the control account. Resolve variances before posting, not afterward.
Common mistakes
Do not post subledger balances such as customers and vendors directly to the receivables and payables control accounts through a journal without matching open entries. Doing so leaves the control account out of step with the sub-ledger. Also check fiscal calendar and posting date rules so opening balances land in the right period.
Frequently Asked Questions
Should I keep my old account numbers in Business Central?
You can, and it eases user adoption, but it is rarely optimal. A redesign with dimensions often shrinks the chart considerably. If you keep old numbers, store them for reference and still document every merge or split in this mapping.
What does Direct Posting mean on a G/L account?
It controls whether users can select the account directly on general journal lines and documents. Accounts fed through posting groups, such as inventory, receivables and payables, are normally excluded from direct posting to protect control totals.
How do I show debit and credit balances?
Use positive numbers for debits and negative numbers for credits in this sheet. A complete, balanced trial balance then totals to zero in each of the legacy and BC columns, which is a quick completeness check.
Is this worksheet a substitute for an accountant's review?
No. It is a planning and reconciliation aid. Your controller or external accountant should approve the final chart and the opening balances, particularly for statutory reporting and tax account requirements in your country.
Netray can help reconcile large chart conversions from NAV, SyteLine or other systems with scripted checks and human sign-off. Ask for an expert review if the variance will not close.
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