Knowledge

Overview

When you create an Expense, the system can automatically map it to the correct accounting accounts — without any manual input. This works based on a set of mapping rules you configure in advance.

The system checks your Expense against these rules in a specific order of priority, and applies the first rule that matches.

• Step 1. Before automatic mapping will work, you need to set up at least one of the following in your settings: Expense category mapping, Preferred the payment method, Payment mode mapping, Payment-Expenses and Expense default 
  
                                                              Expense category mapping setup  and Preferred the payment mode
  
  
                                                                                              Payment mode mapping
  
  
                                                                                                                            Payment-Expenses
  
  
                                                                                                                            Expense default 
  
  
• Step 2. When an Expense is created, the system runs through the following rules from top to bottom and applies the first rule that matches:
  
  • Rule 1: Expense Category + Payment Method Match
    Applies when:
    + The Expense has a category that is configured in your Expense Category Mapping, AND
    + The selected Payment Method is also defined in that mapping
    
    Result: The system uses the Expense Category + Payment Method mapping.
    
    Result: 
    
    
    
  • Rule 2 — Expense Category Match (No Payment Method)
    Applies when:
    + The Expense has a category configured in your Expense Category Mapping, BUT
    + No matching Payment Method is found for that category
    
     Result: The system uses the Expense Category mapping only (ignoring payment method).
    
    Result: 
    
    
  • Rule 3 — Payment Mode Match
    Applies when:
    + The Expense does not match any Expense Category mapping, BUT
    + The selected Payment Method is configured in the Payment Mode Mapping
    
    Result: The system uses the Payment Mode mapping.
    
    Result: 
    
    
  • Rule 4 — Payment–Expenses Mapping
    Applies when:
    + The Expense does not match Expense Category Mapping, AND
    + The Expense does not match Payment Mode Mapping
    Result: The system uses the Payment–Expenses mapping (if it is enabled).
    
    
    
    Result: 
    
    

  • Rule 5 — Default Expense Mapping

    Applies when:
    + The Expense does not match any of the above rules, OR
    + Or No Payment Method is selected on the Expense, OR
    + Payment–Expenses Mapping is disabled
    Result: The system uses the Default Expense mapping.

    

    
    Result: 
    
    

NOTE: If Default Expense Mapping is disabled, The Expense will NOT be automatically mapped when created