Vendor Tagging in Export Items

You can add vendors in an export item, only when:

• The specific company has synchronised the list of vendors existing in their ERP/accounting system with their Pleo account. For more information, see Vendors API.
• The integration supports the capability of vendor tagging. If yes, vendorBasedBookkeeping is set to True in the POST Create a new export job endpoint.

Vendor Tagging Enabled for Specific Expenses

You can tag vendors in an export item, when the expense belongs to any of the following types:

• card_purchase
• fee
• chargeback
• refund
• cashback
• invoice
• invoice_payment
• overdraft

Vendor Tagging | Mandatory or Optional

Based on what the bookkeeping method is, tagging vendors in an export item is either mandatory or optional:

• If the bookkeeping method is accounts_payable, tagging vendors in an export item is mandatory — this helps to bookkeep the expense in the correct vendor account as maintained in the external ERP/accounting system. If vendorBasedBookkeeping is enabled, the GET Get Export Items endpoint includes vendor and bookkeeping data points.
• If the bookkeeping method is journal, tagging vendors in an export item is optional.

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Important:

• If there is any problem in bookkeeping the export item to the correct vendor account (like, when the vendor code is not matching) in the ERP/accounting system, the integration must send a request to the PUT Update Export Job Items endpoint with failureReason specifying that vendor record could not be identified and failureReasonType set to accounting_system_validation_failure.
• In the Export API Version 2, you might find the supplier object, instead of vendor. To bookkeep the export item using the supplier object, ensure that any of the following information is present to find the appropriate vendor in the ERP/accounting system:
  • code matching the supplier ID as recorded in the accounting system
  • account matching the supplier account number as recorded in the accounting system
  • taxIdentifier matching the tax identifier of the supplier as recorded in the accounting system