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What Is Vendor Mapping?

When Garde creates a new vendor while processing your invoices, that vendor needs to be linked — or “mapped” — to the matching vendor in your accounting system. Without this connection, invoices for that vendor can’t be exported. Some vendors get mapped automatically. Others require you to step in and pick the right match yourself. How do you know something needs mapping? You’ll either see an invoice with a “Needs Attention” status on the Accounting > Export page, or you’ll get a “New Vendor Alert” email.

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How to Map Your Vendors

Head to the Accounting > Vendor Mapping page in the left-hand navigation. You’ll see a list of all your vendors and their current mappings. Any vendor with a blank field in the Accounting System Vendor column hasn’t been mapped yet. You can update these mappings at any time. To map a vendor, triple-click the blank field in the Accounting System Vendor column. A drop-down list of all your accounting system vendors will appear. Select the right one and hit Save.

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What if I don’t see the vendor from my accounting system?

If the vendor doesn’t exist in your accounting system yet, you’ll need to create it there first. Once it exists, it should show up in Garde.
  • QuickBooks Online: Vendors appear automatically in Garde once they’re added to your accounting system.
  • QuickBooks Desktop: Garde only receives an updated vendor list when you run the Web Connector, just like you would when importing invoices. Run the Web Connector, then check back in Garde.

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If you had an error on the Accounting Export page

Did an invoice fail to export because of a missing mapping? Once you’ve fixed the vendor mapping, head over to the Accounting > Export page and resend the invoice — along with any check that paid it. Filter to “All” invoices and search for the vendor name to confirm everything has been sent. Don’t forget that your payment accounts need to be mapped too.

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Final things to note

  • If a vendor is locked to an “Other” type payment account, it doesn’t need to be mapped. It will show as Not Applicable on the mapping screen and can’t be edited.
  • If a vendor was paid with a credit card type payment account, mapping is optional. You can map it, but the invoice will still export without a mapping in place.