> ## Documentation Index
> Fetch the complete documentation index at: https://developers.pleo.io/llms.txt
> Use this file to discover all available pages before exploring further.
# Data Mapping
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export const NoteCallout = ({title, children, icon = "💡"}) =>
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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:
* [How to Apply Data Mapping](/docs/current/how-tos/accounting-integrations/how-to-apply-data-mapping-for-as-erp-processing)
## Mapping Order (Implementation Flow)
Integrations should apply mappings in the following order:
1. **Mandatory datapoints** (always required)
2. **Invoice datapoints** (invoice-related items only)
3. **Optional datapoints** (system-dependent)
4. **Apply VAT handling rules**
```mermaid theme={null}
%%{init: {"themeVariables": {"fontSize": "10px"}}}%%
flowchart TD
A[Fetch Export Items] --> B[Map Mandatory Datapoints]
B --> C{Invoice type?}
C -->|Yes| D[Map Invoice Datapoints]
C -->|No| E[Skip]
D --> F[Apply Optional Datapoints]
E --> F
F --> G[Apply VAT Handling Rules]
G --> H[Post to Accounting System]
style A white-space:normal
style B white-space:normal
style C white-space:normal
style D white-space:normal
style E white-space:normal
style F white-space:normal
style G white-space:normal
```
Mapped datapoints are then used to construct journal entries or invoices in the Accounting System according to the selected bookkeeping method.
## Mandatory Datapoints
These datapoints must be recorded for **all exported expenses**, regardless of bookkeeping method.
* `vendor` is the canonical field used for Accounts Payable bookkeeping and vendor matching.
* `supplier` is a legacy field (e.g. `supplier.code`) retained for backwards compatibility.
* `supplier.name` may still be used as a descriptive merchant name but should not be relied on for accounting logic.
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)
These fields are often mapped to shared reference or memo fields in the Accounting System.
To avoid losing existing accounting data, consider whether to:
* append rather than overwrite existing values
* map to dedicated/custom fields where available
### 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
Apply only when `data[].type = invoice` or `invoice_payment`.
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.
Optional mappings must not overwrite mandatory fields.
### 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](/docs/current/integration-design/exports/integration-design-exports-attachment-handling)
***
## Related Reading
* [How to Apply Data Mapping](/docs/current/how-tos/accounting-integrations/how-to-apply-data-mapping-for-as-erp-processing)
* [Export Integration Workflow Guide](/docs/current/guides/export-integration-workflow-guide)
* [AS/ERP Processing Workflow Guide](/docs/current/guides/accounting-system-processing-workflow-guide)
***