Accounts Mapping

After the bookkeeping method has been determined (for example, Journal Entry or Accounts Payable), exported expenses must be connected to the correct General Ledger (GL) accounts. Accounts mapping defines where the financial impact of an expense is recorded in the Accounting System.

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Why Accounts Mapping Exists

All exported expenses follow double-entry bookkeeping, meaning every transaction records:

• one or more debit postings
• one or more credit postings

The bookkeeping method determines how an expense is represented (journal entry vs invoice/payment), while accounts mapping determines which accounts are debited and credited. Conceptually:

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What Is Being Mapped?

Accounts mapping connects Pleo data to accounting structures by assigning GL accounts for different financial roles, including:

• Expense categorisation
• Funding source or settlement account
• Vendor liability tracking
• Temporary or balancing accounts

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Required Accounts

The following accounts are typically required to support exports. Exact naming and structure depend on the Accounting System configuration.

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Pleo Wallet Account (user-configurable)

Tracks funds spent using the Pleo wallet or company cards. Typically represents:

• a bank account, or
• a clearing account used for card transactions.

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Pleo Out-of-Pocket Account (user-configurable)

Tracks expenses initially paid by employees and later reimbursed. Represents a temporary liability owed to employees until reimbursement occurs.

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Pleo Contra Account (user-configurable)

An intermediate balancing account used when the final accounting destination is not yet known or when funds move between internal sources. Common examples include:

• wallet loads or unloads
• external reimbursements
• adjustment transactions

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Category (Expense GL Account)

Defines the expense classification. Each Export Item includes a category selected in Pleo, which maps to an expense GL account such as:

• Travel
• Meals
• Software subscriptions
• Office supplies

This account is typically debited when an expense is recorded.

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Accounts Payable Account

Used when Accounts Payable bookkeeping is selected. Tracks vendor liabilities and may be configured as:

• vendor-specific subledger accounts, or
• a single shared Accounts Payable control account.

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Mapping Depends on Bookkeeping Method

Accounts mapping applies differently depending on how the expense is represented in the Accounting System.

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Journal Entry Bookkeeping

Mapping determines:

• which expense account is debited
• which funding or liability account is credited

The result is a direct posting to the general ledger.

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Accounts Payable Bookkeeping

Mapping determines accounts across multiple accounting objects:

• Invoice entries (expense + Accounts Payable liability)
• Payment entries (settlement of liability)
• Credit notes where applicable

Although more accounting records are created, the same mapped accounts ensure consistent financial reporting.

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Expense Type Mapping

Different expense types may require different account behaviour. For detailed mapping rules by expense type, see: Expense Type Mapping

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Relationship to the Export Lifecycle

Accounts mapping occurs during per-item processing, after:

• Export validation
• Bookkeeping method resolution

and before:

• accounting period assignment
• posting behaviour application
• export item completion

This ensures every exported record enters the Accounting System with valid debit and credit destinations.

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What Comes Next?

• Data Mapping

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Related Reading

• Integration Design – Accounts Mapping
• AS/ERP Processing Workflow Guide

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