Introduction:
Changes in category settings within ServiceBox, particularly the deactivation of categories, can sometimes lead to confusion when these changes aren't reflected as expected in the accounting connector. This can lead to questions about whether it is appropriate to hide deactivated categories to prevent them from appearing in the accounting connector. This article aims to clarify this matter and provide guidance for users on how to navigate this situation.
Deactivated Categories in Accounting Connector:
When categories are deactivated in ServiceBox, they may still appear within the accounting connector settings. This occurrence is by design and serves an important purpose. Deactivated categories might have been utilized in previous invoices, and therefore, retaining their visibility in the accounting connector is essential for accurate accounting and tracking of past financial activities.
Viewing Categories in ServiceBox:
In ServiceBox, users can view all categories by ensuring that the checkbox for "Active categories only" is unchecked. By unchecking this option, both active and deactivated categories will be visible, allowing users to maintain transparency in their category management.
Categories in the Connector Program:
In the connector program, such as QuickBooks Online, users will notice that both active and deactivated categories from ServiceBox are visible. This visibility ensures that all categories, regardless of their current status, are accounted for in the financial integration process.
Reasons to Retain Visibility of Deactivated Categories:
- Historical Data Integrity: Deactivated categories may be associated with historical data related to past transactions. Hiding them would disrupt the integrity of your historical data and could result in difficulties when reviewing past financial records.
- Revenue Account Mapping: Deactivated categories may need to be mapped to revenue accounts to ensure that past transactions continue to be correctly reflected in financial reports.
- Financial Auditing: For auditing purposes, having a transparent trail of all categories, including those no longer active, is crucial for accurate record-keeping.
Conclusion:
ServiceBox users must understand the significance of maintaining all categories, including deactivated ones, within the accounting connector for accurate historical data and revenue account mapping. If there are any questions or concerns regarding this procedure, or if further assistance is needed, reach out to ServiceBox support [email protected]