Mapping Expense Data

This chapter provides an overview of expense data mapping and discusses how to:

• Map accounting information.

• Map location information.

• Map corporate card data.

See Also

Mapping Time Reporting Codes

Understanding Expense Data Mapping

Expenses provides mapping of data sources to expense system tables, such as corporate cards, payroll, and benchmark providers. You can remap data, create mapping tables, and map tables to correct credit card errors that your system detects during the loading process.

Each mapping page displays the current mapping between data source files and Expenses tables. Select or enter data in each column, and delete or add rows.

Mapping Accounting Information

To map accounting information, use the following components:

• Adv Source - Payroll (EX_PY_MAP_AS.GBL).

• Expense Type - Benchmark (EX_BMXPNTP_MAP_PNG.GBL).

• Expense Type - Payroll (EX_PY_MAP_TBL.GBL).

• Expense Type - Wizard Type (EX_WIZARD_TBL.GBL).

This section discusses how to:

• Map cash advance sources to payroll earnings codes.

• Map benchmark expense types to expense types.

• Map expense types to payroll earnings codes.

• Map Hotel Wizard types to expense types.

Pages Used to Map Accounting Information

Mapping Cash Advance Sources to Payroll Earnings Codes

Access the Advance Source - Payroll page.

This table maps a cash advance source to an earnings code. When Expenses publishes expense reimbursement data to Payroll for North America, this table prevents the payroll system from processing cash advances as payroll items.

Mapping Benchmark Expense Types to Expense Types

Access the Expense Type - Benchmark page.

This table maps benchmark expenses in an external data file to an expense type in Expenses. Mapping ensures that the system uses the correct associated benchmark amount when employees select an expense type for processing.

Mapping Expense Types to Payroll Earnings Codes

Access the Expense Type - Payroll page.

This table maps expense types to earnings codes. When Expenses publishes expense reimbursement data to Payroll for North America, this table identifies expenses to prevent the payroll system from processing them as payroll items.

Mapping Hotel Wizard Types to Expense Types

Access the Expense Type - Wizard Type page.

This table maps a wizard type (expense types that come with Hotel Wizard) to an expense type. When an employee selects a wizard type, Expenses processes the charge using the associated expense type to ensure correct accounting.

Mapping Location Information

To map location information, use the following components:

• Country Code (EX_COUNTRY_MAP_PNG.GBL).

• Currency Code (EX_CURRNCY_MAP_PNG.GBL).

• Expense Location (EX_LOCTION_MAP_PNG.GBL).

• State Code (EX_STATE_MAP.GBL).

This section discusses how to:

• Map country codes.

• Map currency codes.

• Map expense locations.

• Map state codes.

Pages Used to Map Location Information

Mapping Country Codes

Access the Country Code page.

This table maps country names used by external data sources to country codes in Expenses. It works with the Expense Location map to associate external data location details with expense locations.

Mapping Currency Codes

Access the Currency Code page.

This table maps the currency abbreviation from an external data file to an Expenses currency code. Mapping associates a currency code with each expense item in the data file.

Mapping Expense Locations

Access the Expense Location page.

This table maps location details from an external data file to an Expenses expense location. The table works with the Country Code and State Code maps to associate specific country details—such as state, city, or postal code—with an expense location.

Note. Although you are not required to set up State, Expenses looks at this field to auto populate state for VAT processing during expense report entry.

Mapping State Codes

Access the State Code page.

This table maps state names from external data files to the State field in Expenses. It works with the Expense Location map to associate external data location details with expense locations.

Mapping Corporate Card Data

To map corporate card data, use the following components:

• Adv Source - Corporate Card (EX_ADV_SRC_MAP.GBL).

• Expense Type - Corporate Card (EX_CCET_MAP_TBL.GBL).

• Data Source - SetID (EX_SETID_MAP_PNG.GBL).

• Payment Type - Corporate Card (EX_EM_MAP_TBL.GBL).

• Merchant Category Group (EX_VIS_MCG_MAP.GBL).

This section discusses how to:

• Map data sources to setIDs.

• Map credit card codes to payment types.

• Map credit card cash advance codes to cash advance sources.

• Map credit card vendor merchant category groups to expense types.

• Map merchant category groups.

Pages Used to Map Corporate Card Data

Mapping Data Sources to SetIDs

Access the Data Source - SetID page.

This table maps external data sources to setIDs that are used in mapping other expenses information, such as benchmark expenses.

Mapping Credit Card Codes to Payment Types

Access the Payment Type - Corporate Card page.

This table maps credit card codes from external data files to Expenses payment types. This enables you to associate a credit card code with a reimbursement recipient that is designated in the Payment Type definition.

Mapping Merchant Category Groups to Expense Types

Access the Expense Type - Corporate Card page.

This table maps the credit card vendor’s merchant category group to an expense type in Expenses. Mapping enables credit card feeds to populate expense lines automatically when an employee selects credit card transactions to process an expense report.

Mapping Credit Card Cash Advance Codes to Cash Advance Sources

Access the Advance Source - Corporate Card page.

This table maps the credit card vendor’s industry cash advance code to a cash advance source in Expenses. Because cash advance line items require an advance source, mapping enables automatic population of cash advance lines by credit card feeds when employees process credit card transactions.

Mapping Merchant Category Groups

Access the Merchant Category Group page.

This table maps standard industry merchant category codes to merchant category groups. The mapping table works with the Expense Type - Corporate Card map to associate credit card transactions with expense types through the Merchant Category Group field. This mapping is used by Visa International, Diners Club, MasterCard, and US Bank.

See Also

Loading Credit Card Data