Create mapping rules
- 5 min.
After you've set up importing bank transactions into Expense Management, you can remove even more manual steps by ensuring that as much as possible of the transaction data is recognized automatically. Mapping rules is the term for helping Expense Management to recognize transaction data automatically.
Mapping rules can be set up for:
- Currency codes and Country/Region codes, because different banks and credit card providers often provide this data using a variety of codes for currencies and countries
- Expense Type codes, which can be automatically matched depending on transaction data fields such as business names, business codes, company IDs and keywords in the description
Note
When Expense Management doesn't recognize currency or country/region data, the transactions are shown in the Unhandled Bank Transaction Inbox Cue. You can then handle each of these transactions manually, with help from the error text stating what went wrong. However, you can remove many of these manual steps when you set up rules for mapping data from your bank to the data in Business Central.
Currency mapping
Sometimes the bank might use numbers as a currency code, or they might not state a currency at all if the transaction is in the same currency as the home country of the bank. In these situations, you can create a mapping from the currency code of the banks to the currency code in Business Central.
To do this, go to the Unhandled Bank Transaction Inbox Cue, and select Bank > Currency Map. Here you can configure mapping rules for different currency codes.
It's recommended that you always create a mapping between Currency Code (Bank) with the value of your local currency to Currency Code with no value and the Local Currency field enabled. This is because Business Central doesn't need a currency code for the local currency.
After mapping rules have been configured, select Process > Reprocess to see if the error has been fixed.
Country/Region mapping
Most banks provide the country/region code of the business from which the purchase was made, but sometimes this is not recognized automatically in Business Central. A common example is when the bank uses the country/region code GBR, while Business Central uses the country/region code GB, both representing Great Britain. It's important to set up Expense Management to map this correctly, because you can set up different posting setups according to the location of the expense.
To set up country/region mapping rules, go to the Unhandled Bank Transaction Inbox Cue, and select Bank > Country/Region Map. After mapping rules have been configured, select Process > Reprocess to see if the error has been fixed.
Expense type mapping
In many cases, you can use information from a bank transaction to automatically assign an Expense Type Code to an expense. Mapping rules for expense types can save you a lot of time and reduce errors, because they minimize the steps that expense users take.
To set up expense type mapping, follow these steps:
Select the Unmatched Cue in the Role Center.
Select Mapping Rules.
Choose a Field Name from the bank transaction data, and enter the Value that should map to an Expense Type Code.
Determine the order in which rules are applied with the Rule No. column. Once an earlier rule is applied to a transaction, any further rules will be ignored, so make sure that the most important rules have the lowest numbers.
