Data Mapping

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:

How to Apply Data Mapping

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 currency
invoice_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:

line amounts
tax codes

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 started (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?

Attachment Handling

Get Started

Integration Design

Workflow Guides

How-to's

Implementation

Mapping Order (Implementation Flow)

Mandatory Datapoints

Required Data

Mandatory Datapoint Mapping (Pleo → AS)

Entry-Level Mapping

Accounts Payable Only (Entry-Level)

Line-Level Mapping

Invoice Datapoint Mapping

Rules

Optional Datapoints

Examples

Optional Datapoint Mapping

VAT Handling

Default Behaviour

When to Send VAT Amounts

Upstream Dependencies

Downstream Dependencies

What Comes Next?

​Implementation

​Mapping Order (Implementation Flow)

​Mandatory Datapoints

​Required Data

​Mandatory Datapoint Mapping (Pleo → AS)

​Entry-Level Mapping

​Accounts Payable Only (Entry-Level)

​Line-Level Mapping

​Invoice Datapoint Mapping

​Rules

​Optional Datapoints

​Examples

​Optional Datapoint Mapping

​VAT Handling

​Default Behaviour

​When to Send VAT Amounts

​Upstream Dependencies

​Downstream Dependencies

​What Comes Next?

​Related Reading

Implementation

Mapping Order (Implementation Flow)

Mandatory Datapoints

Required Data

Mandatory Datapoint Mapping (Pleo → AS)

Entry-Level Mapping

Accounts Payable Only (Entry-Level)

Line-Level Mapping

Invoice Datapoint Mapping

Rules

Optional Datapoints

Examples

Optional Datapoint Mapping

VAT Handling

Default Behaviour

When to Send VAT Amounts

Upstream Dependencies

Downstream Dependencies

What Comes Next?

Related Reading