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Common COA mapping mistakes and how to fix them

The most frequent T12 mapping mismatches, why they happen, and how to correct them so the system learns.

"Electrical-TO" mapped to turnover instead of utilities

Why it happens: The "TO" suffix triggers Archer's turnover recognition. The system sees "turnover" and maps it to a turn cost category.

Fix: Change the dropdown to the appropriate utilities category (e.g., Electric - Common Area or Electric - Vacant). After you Save to Archer, the system learns that "electrical-TO" is a utility item for your account.

Payroll items mapped to Repairs and Maintenance

Why it happens: Some T12s list maintenance staff payroll under an "R&M" section header. Archer sees the "R&M" context and maps individual payroll line items there.

Fix: Remap to your payroll category. These corrections train the system quickly since payroll line items tend to have consistent naming across properties.

Utility billing fees mapped to Other Income instead of Reimbursements

Why it happens: "Convergent billing fee" or "utility management fee" contains "fee" and "utility" which can match either category.

Fix: Map to whichever category your pro forma uses (typically Utility Reimbursements or RUBS income). Be consistent — the AI learns from your pattern.

Line items split across similar categories

Why it happens: When your COA has very granular subcategories (e.g., both "carpet cleaning - turns" and "carpet cleaning - R&M"), the system may guess wrong between them.

Fix: Correct the mapping. Consider whether you truly need both subcategories — if they're frequently confused, consolidating them into one reduces ongoing adjustment time.

The general principle

Mapping errors decrease with use. After 5-10 deals, most clients see 90%+ of line items mapped correctly. The first few deals require the most manual review, and that's expected. Think of it as training the system — a few minutes of corrections now saves hours of corrections later.

If you find yourself making the same correction repeatedly and it's not sticking, contact support@archer.re. The team can manually boost the training for specific line items.