Documentation Index
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Data Mapping defines how Export Item data must be translated into Accounting System (AS) journal or invoice fields.
Mappings are applied after:
- Export Items are fetched
- Pre-validation has passed
- Accounts Mapping has been resolved
Implementation
See the corresponding how-to article for API usage and step-by-step instructions:
Mapping Order (Implementation Flow)
Integrations should apply mappings in the following order:
- Mandatory datapoints (always required)
- Invoice datapoints (invoice-related items only)
- Optional datapoints (system-dependent)
- Apply VAT handling rules
Mapped datapoints are then used to construct journal entries or invoices in the Accounting System according to the selected bookkeeping method.
Mandatory Datapoints
Mandatory datapoints represent the minimum information required for reconciliation and accounting accuracy.
Required Data
- Expense GL Account (Category)
- Expense amount (wallet currency, derived from line amounts)
- Accounting Dimensions (Tags)
- Tax Code
- Expense Date
- Reconciliation ID
- Reconciled Entries (reimbursements)
- Consolidated Description
- Vendor (Accounts Payable only)
- Attendees Information
Mandatory Datapoint Mapping (Pleo → AS)
Entry-Level Mapping
| Accounting Concept | Pleo API Field | Notes |
|---|
| Expense Date | data[].date | Transaction date |
| Reconciliation ID | data[].additionalInformation.reconciliationId | Map to external reference or description field (≥50 chars) |
| Reconciled Entries | data[].additionalInformation.reconciledEntries | Used for reimbursement linking; map to reference/description field (≥50 chars) |
| Attendees | data[].additionalInformation.attendees | Map to description/comment field (≥100 chars) |
| Description / Note | data[].supplier.name + data[].user.name + data[].note | Concatenated description (use initials if length constrained) |
Accounts Payable Only (Entry-Level)
| Accounting Concept | Pleo API Field | Notes |
|---|
| Vendor Name | data[].vendor.name | Required for accounts_payable |
| Vendor Code | data[].vendor.code | Used for vendor matching in AS |
Line-Level Mapping
| Accounting Concept | Pleo API Field | Notes |
|---|
| Expense GL Account | data[].accountingEntryLines[].account.code | Expense/category account |
| Expense Amount (Wallet, per line) | data[].accountingEntryLines[].lineAmount.inWalletCurrency.value | Sum lines if AS requires total |
| Currency Code | data[].accountingEntryLines[].lineAmount.inWalletCurrency.currency | |
| Dimension | data[].accountingEntryLines[].tags.groupCode | e.g. Project, Cost Center |
| Dimension Value | data[].accountingEntryLines[].tags.code | |
| Tax Code | data[].accountingEntryLines[].tax.code | |
| Tax Rate | data[].accountingEntryLines[].tax.rate | Only if required (usually derived from Tax Code in AS) |
Invoice Datapoint Mapping
Invoice datapoints extend mandatory mappings with supplier invoice information.
Rules
invoice → use Supplier currencyinvoice_payment → use Wallet currency- Provide exchange rate if required by the Accounting System
| Accounting Concept | Pleo API Field | Notes |
|---|
| Invoice Due Date | data[].additionalInformation.invoiceInformation.dueDate | Dedicated due date field |
| Invoice Date | data[].additionalInformation.invoiceInformation.invoiceDate | |
| Invoice Number | data[].additionalInformation.invoiceInformation.invoiceNumber | |
| Payment Date | data[].additionalInformation.invoiceInformation.paymentDate | For payment entries |
| Supplier Amount | data[].accountingEntryLines[].lineAmount.inSupplierCurrency.value | Line-level |
| Supplier Currency | data[].accountingEntryLines[].lineAmount.inSupplierCurrency.currency | Use AS foreign currency field |
Optional Datapoints
Optional datapoints improve reporting but must never replace mandatory data.
Examples
- Internal document number
- Net and tax amounts
- Team dimensions
- Export job date
Optional Datapoint Mapping
| Accounting Concept | Pleo API Field | Notes |
|---|
| Net Amount | data[].accountingEntryLines[].netAmount.inWalletCurrency.value | Only if AS requires net values for tax calculation |
| Net Currency | data[].accountingEntryLines[].netAmount.inWalletCurrency.currency | |
| Tax Amount | data[].accountingEntryLines[].tax.amount.inWalletCurrency.value | Only if AS cannot calculate VAT |
| Tax Currency | data[].accountingEntryLines[].tax.amount.inWalletCurrency.currency | |
| Team (Dimension) | data[].team.code | Map to configured dimension value |
| Internal Document Number | (AS generated) | Do not overwrite; allow AS to assign |
| Export Date | (integration-defined) | Use instead of expense date when posting aggregated entries |
VAT Handling
VAT handling depends on Accounting System capabilities.
Default Behaviour
The Accounting System calculates VAT using:
When to Send VAT Amounts
Only send VAT values if the Accounting System:
-
cannot calculate tax automatically, or
-
requires explicit VAT posting
-
If AS calculates VAT → do NOT send VAT amount
-
If AS cannot calculate VAT → send VAT from Pleo
Upstream Dependencies
- Export Job has been claimed (status = in_progress)
- Fetch Export Item Data (data layer)
- Bookkeeping method resolved
- Accounts Mapping – determines which GL accounts are debited and credited
Downstream Dependencies
- Attachment Handling – links receipts and supporting documentation
- Accounting Periods – assigns entries to the correct accounting period
- Posting Behaviour – determines whether entries are created as drafts or finalised
- Export Item status update – updates outcome of Export Item (
successful or failed)
- Export Job status update – updates outcome of Export Job (
completed, completed_with_errors or failed)
What Comes Next?
