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Accounts Mapping determines which ledger (GL) accounts are used when creating accounting entries. This step converts Export Item data into debit and credit postings in your Accounting System.

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Prerequisites

Before you begin:

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Relevant Export Item Fields

  {
      "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]

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Expense Account (line-level)

"accountingEntryLines": [
  {
    "account": {
      "id": "...",
      "code": "<string>",
      "name": "Meals and Entertainment"
    }
  }
]

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Contra Account

"contraAccount": {
  "id": "...",
  "code": "<string>",
  "name": "Pleo Wallet Account"
}

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Bookkeeping Method

"bookkeeping": {
  "method": "journal"
}

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Vendor

"vendor": {
  "code": "<string>",
  "name": "ACME Ltd"
}

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Steps

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1. Determine Mapping Strategy

Mapping depends on:
  • bookkeeping.method
  • Export Item type / subType
  • availability of vendor
  • configured mapping rules

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2. Apply Expense Account Mapping

For all cases:
  • The expense (debit) side comes from:
expenseAccount = mappingTable.get(accountingEntryLines[].account.code)
Each line is mapped individually.

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3. Select Counter Account

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Case A — Journal Entries

If: 
"bookkeeping.method": "journal"
Then:
  • Counter account typically comes from:
contraAccount = mappingTable.get(contraAccount.code)
Used for:
  • wallet
  • bank
  • clearing accounts

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Case B — Accounts Payable

If: 
"bookkeeping.method": "accounts_payable"
Then:
  1. Attempt vendor match:
vendorAccount = resolveVendorAccount(vendor.code)
  1. Apply fallback:
if vendorAccount exists:
    counterAccount = vendorAccount
else:
    counterAccount = defaultAccountsPayableAccount

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4. Apply Expense Type Rules (if applicable)

Depending on Export Item type:
  • card_purchase → contra account (wallet/bank)
  • invoice → AP account
  • wallet_topup → configured mapping accounts
Ensure your mapping logic supports these variations.

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5. Validate Mapping

Before posting:
  • Account exists in Accounting System
  • Mapping is configured
  • Currency is compatible
If validation fails:
  • mark Export Item as failed
  • return clear failure reason

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Results

After completing this step:
  • Each Export Item has:
    • a mapped expense (debit) account
    • a mapped counter (credit) account
  • Entries are balanced and ready for posting

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What Comes Next?

this how-to is part of:
AS/ERP Processing Workflow GuideExport Integration Workflow Guide (Step 5)