How to Apply Data Mapping

Data Mapping transforms Export Item data into the structured fields required by your Accounting System (AS/ERP). This step ensures that all required financial, contextual, and reporting data is correctly transferred.

Prerequisites

Before you begin:

You’ve fetched the export item payload data
You’ve completed accounts mapping
You’re familiar with the Integration Design for data mapping

Mapping Order

Mappings must be applied in the following order:

Mandatory datapoints
Invoice datapoints (if applicable)
Optional datapoints
VAT handling

Relevant Export Item Fields

Example Export Item Payload (Journal Entry)

  {
      "companyId": "12abc3d4-e567-890e-1234-abc56e78fabc",
      "accountingEntryId": "59540ed2-0d68-4e36-9e31-58223975d9e9",
      "type": "card_purchase",
      "subType": null,
      "date": "2025-12-10T15:46:34Z",
      "amount": {
        "inSupplierCurrency": {
          "currency": "GBP",
          "value": 6366
        },
        "inWalletCurrency": {
          "currency": "GBP",
          "value": 6366
        }
      },
      "note": "Printer ink",
      "files": [
        {
          "url": "<string>",
          "type": "image/jpeg",
          "size": 13010
        }
      ],
      "supplier": {
        "code": "1340472473",
        "name": "Target",
        "categoryCode": "1000",
        "country": "GB",
        "account": null,
        "taxIdentifier": null
      },
      "user": {
        "id": "6b71f6bd-e83d-4d49-88ee-2b8cda2d57cf",
        "name": "Luke Richardson",
        "code": null
      },
      "team": {
        "id": "747aaf60-56c6-4b46-ad92-f8a0cb59cf8b",
        "code": "5678",
        "name": "Engineering"
      },
      "accountingEntryLines": [
        {
          "accountingEntryLineId": "0c76ea71-aaaa-4ece-bb68-e1166ccaea04",
          "lineAmount": {
            "inSupplierCurrency": {
              "currency": "GBP",
              "value": 6366
            },
            "inWalletCurrency": {
              "currency": "GBP",
              "value": 6366
            }
          },
          "netAmount": {
            "inSupplierCurrency": {
              "currency": "GBP",
              "value": 6366
            },
            "inWalletCurrency": {
              "currency": "GBP",
              "value": 6366
            }
          },
          "account": {
            "id": "7966c3ba-e4de-4574-8604-6cfa48d62cc8",
            "code": "6990000",
            "name": "Printing & Stationary",
            "identifier": "6990000"
          },
          "tax": {
            "id": "997d8526-5872-484d-ba07-c7a07e08e555",
            "code": "0001",
            "type": "inclusive",
            "amount": {
              "inSupplierCurrency": {
                "currency": "GBP",
                "value": 0
              },
              "inWalletCurrency": {
                "currency": "GBP",
                "value": 0
              }
            },
            "rate": 0.00
          },
          "tags": []
        }
      ],
      "additionalInformation": {
        "reconciliationId": "2500001",
        "reconciledEntries": null,
        "attendees": [],
        "invoiceInformation": null
      },
      "bookkeeping": {
        "method": "journal"
      },
      "vendor": {
        "id": "22e1f2c9-1360-4291-ab41-6b23dcea8888",
        "name": "TestVendor",
        "code": "acc1234",
        "externalId": "ext12345",
        "registrationNumber": "reg001234",
        "taxRegistrationNumber": "taxreg1234",
        "country": "UK",
        "defaultCurrency": "GBP"
      },
      "contraAccount": {
        "id": "993d664c-9b7c-4efc-a677-510e69200857",
        "code": "0876000",
        "name": "0876000_ChartAccounts",
        "identifier": "0876000"
      },
      "_links": {
        "web": {
          "exportItem": "https://app.staging.pleo.io/export/export-item/0c76ea71-aaaa-4ece-bb68-e1166ccaea04"
        }
      },
      "servicePeriod": null
    },
   # [other Export Items omitted for brevity]
   # [Pagination omitted for brevity]

Supplier

"supplier": {
  "name": "GOOGLE*ADS8693645259",
  "country": "DK"
}

User & Team

"user": { "name": "John Doe" },
"team": { "name": "Marketing" }

Notes

"note": "Printer ink"

Steps

1. Map Mandatory Datapoints

These fields must always be mapped. Typical mappings:

entry.account = mappedExpenseAccount
entry.amount = accountingEntryLines[].lineAmount.inWalletCurrency.value
entry.currency = accountingEntryLines[].lineAmount.inWalletCurrency.currency
entry.date = date
entry.taxCode = accountingEntryLines[].tax.code
entry.description = buildDescription()
entry.dimensions = tags
entry.reconciliationId = additionalInformation.reconciliationId

Include:

Expense account (from Accounts Mapping)
Amount (wallet currency)
Currency
Date
Tax code
Tags / dimensions
Reconciliation data

2. Map Invoice Datapoints (if applicable)

Apply only if:

type == "invoice" OR type == "invoice_payment"

Mappings:

entry.invoiceNumber = additionalInformation.invoiceInformation.invoiceNumber
entry.invoiceDate = additionalInformation.invoiceInformation.invoiceDate
entry.dueDate = additionalInformation.invoiceInformation.dueDate
entry.paymentDate = additionalInformation.invoiceInformation.paymentDate

Currency handling:

invoice → supplier currency
invoice_payment → wallet currency

3. Map Optional Datapoints

Optional fields enhance reporting. Examples:

entry.netAmount = accountingEntryLines[].netAmount.inWalletCurrency.value
entry.taxAmount = accountingEntryLines[].tax.amount.inWalletCurrency.value
entry.team = team.code
entry.employee = user.code
entry.memo = note

4. Apply VAT Handling Rules

Determine whether to send VAT explicitly.

if accountingSystem.calculatesVAT:
    do not send VAT amount
else:
    send VAT amount from Pleo

5. Build Final Entry Structure

Combine all mapped data into the final structure expected by your Accounting System.

entry = {
    accounts: mappedAccounts,
    amounts: mappedAmounts,
    metadata: mappedFields
}

Results

After completing this step:

All required data fields are mapped
Optional enhancements are included where supported
Entries are complete and ready for posting

What Comes Next?

this how-to is part of:

AS/ERP Processing Workflow Guide Export Integration Workflow Guide (Step 5)

Get Started

Integration Design

Workflow Guides

How-to's

How to Apply Data Mapping

Prerequisites

Mapping Order

Relevant Export Item Fields

Supplier

User & Team

Notes

Tags

Steps

1. Map Mandatory Datapoints

2. Map Invoice Datapoints (if applicable)

3. Map Optional Datapoints

4. Apply VAT Handling Rules

5. Build Final Entry Structure

Results

What Comes Next?

​Prerequisites

​Mapping Order

​Relevant Export Item Fields

​Supplier

​User & Team

​Notes

​Tags

​Steps

​1. Map Mandatory Datapoints

​2. Map Invoice Datapoints (if applicable)

​3. Map Optional Datapoints

​4. Apply VAT Handling Rules

​5. Build Final Entry Structure

​Results

​What Comes Next?

​Related Reading

Prerequisites

Mapping Order

Relevant Export Item Fields

Supplier

User & Team

Notes

Tags

Steps

1. Map Mandatory Datapoints

2. Map Invoice Datapoints (if applicable)

3. Map Optional Datapoints

4. Apply VAT Handling Rules

5. Build Final Entry Structure

Results

What Comes Next?

Related Reading