Skip to main content
Consistent and complete data mapping ensures that expenses exported from Pleo are accurately recorded, traceable, and easy to reconcile in the Accounting System.
After the bookkeeping method determines the accounting structure and accounts mapping assigns debit and credit accounts, data mapping defines which transactional information populates those accounting records. In other words:
  • Bookkeeping method decides what structure is created
  • Accounts mapping decides which accounts are used
  • Data mapping decides what information fills the entry
Data mapping links expense data from Pleo to corresponding fields in the Accounting System (AS), ensuring exported entries contain the information required for reporting, auditing, and reconciliation. This processing occurs during per-item processing in the Export Lifecycle when Export Items are recorded in the Accounting System. Correct data mapping ensures exported expenses are:
  • Recorded accurately
  • Consistent with user configuration
  • Traceable between Pleo and the Accounting System
  • Suitable for reporting and reconciliation workflows

​
What Data Mapping Represents

Data mapping transfers transaction context, not accounting structure. While accounts mapping determines where postings occur, data mapping determines:
  • amounts
  • dates
  • identifiers
  • classifications
  • supporting metadata
These values allow users and accountants to understand what the transaction represents, not just where it was posted.

​
Definitions of Common Data Points

​
Expense GL Account (Category)

An account used to categorise specific types of expenses incurred by a business. Examples:
  • Rent
  • Office Supplies
  • Travel & Accommodation
This account determines where the expense is recorded in the general ledger and is provided on each Export Item.

​
Total Expense Amount in Pleo Wallet Currency

The total monetary value of the expense expressed in the Pleo Wallet currency.
  • Journal entries exported from Pleo are represented in wallet currency.
  • It is assumed that the Accounting System’s base currency matches the wallet currency.

​
Accounting Dimension

Additional classification applied to expenses to support reporting and analysis.
  • Assigned in Pleo using Tags
Commonly mapped to:
  • cost centres
  • departments
  • projects
Dimensions enable organisations to analyse spending beyond GL account level.

​
Expense Date

The date on which the transaction occurred. The Accounting System uses this date to determine the accounting period in which the expense is recorded.

​
Unique Expense Identifier (Reconciliation ID)

A unique identifier assigned to each expense in Pleo.
  • Must be recorded on the corresponding accounting entry
  • Enables reliable reconciliation between Pleo and the Accounting System
  • Allows users to trace exported entries back to their originating expense
A reimbursement may relate to multiple out-of-pocket expenses. To support reconciliation:
  • The reimbursement entry should include the unique IDs of all related out-of-pocket expenses.
  • This allows users to trace reimbursed amounts back to individual expenses recorded in Pleo.

​
Internal Document Number

A unique identifier automatically assigned by the Accounting System.
  • Generated by the Accounting System
  • Visible to users
  • Used for internal referencing and navigation

​
Attendees

Represents participants present at the time of the spend. This information may be required for:
  • compliance
  • auditing
  • expense policy enforcement
Availability depends on Accounting System capabilities.

​
Relationship to Other Export Concepts

Data mapping operates alongside other export capabilities during per-item processing:
  • Bookkeeping Method — defines the accounting structure created
  • Accounts Mapping — assigns debit and credit accounts
  • Attachment Handling — links receipts and supporting documentation
  • Accounting Periods — determines posting period assignment
  • Posting Behaviour — controls whether entries are drafts or finalised
Together, these concepts ensure exported expenses are both accounting-correct and operationally usable.

​
What Comes Next?

To understand how mapped data is finalised in the Accounting System, see: For account assignment concepts, see: