Expense Items (Expense Categories) Import Field Mapping Definition

The Expense Items (Expense Categories) import workflow includes one mapping group:

Expense Item [Integration point: EXPENSE_CATEGORY_TO_ITEM] — See Expense Item Mapping Group.

Expense Item Mapping Group

Use the Expense Item mapping group to map information on expense item records in OpenAir with information on expense category records in NetSuite. The mapping group supports filters.

For reference information and best practice guidelines, review the following topics:

References — Overview of record types in OpenAir and NetSuite with links to the relevant reference material for information about fields available for mapping.
Default and Custom Filters — Overview of default filters and how to modify the default behavior, and custom filters. Custom filters are supported for this mapping group.
Default Field Mappings — Overview of default field mapping definitions including notes and best practice guidelines where relevant. Information imported by default includes expense item name and type. Filters are supported.
Additional Field Mappings — There are no specific guidelines for custom field mapping definitions in this mapping group.

References

The following table gives reference information about the records and fields available for custom field mapping definition with links to the relevant reference material. See also Schema Reference Documentation.

NetSuite Record type [`SOAP object`]	OpenAir Record Type [`table`]	Mapping Group [`Integration point`]
Expense Category [`ExpenseCategory`] Schema: ExpenseCategory (2020.1)\|ExpenseCategory (2023.1) XSD: `ItemSearchRowBasic` platformCommon (2020.1)\|platformCommon (2023.1)	Expense Item [`item`] Data Dictionary: item	Expense item [`EXPENSE_CATEGORY_TO_ITEM`]

NetSuite Record type [SOAP object]

OpenAir Record Type [table]

Mapping Group [Integration point]

Expense Category [ExpenseCategory]

Schema: ExpenseCategory (2020.1)|ExpenseCategory (2023.1)

XSD: ItemSearchRowBasic platformCommon (2020.1)|platformCommon (2023.1)

Expense Item [item]

Data Dictionary: item

Expense item [EXPENSE_CATEGORY_TO_ITEM]

Default and Custom Filters

By default, expense category records are imported from NetSuite into OpenAir if the Inactive box is NOT checked on the expense category record in NetSuite. There is no Export to OpenAir box on the expense category record in NetSuite. All active expenses categories are imported from NetSuite into OpenAir when the Expense Items (Expense Categories) import workflow is active.

Custom filters are supported for this mapping group. For more information about adding filter conditions, see Using Filters and Filter Definition.

Default Field Mappings

The following table describes the default field mapping definitions for the Expense Item mapping group tab.

NetSuite Field	OpenAir Field	Notes
`ExpenseCategory.internalId`	`Item.netsuite_item_id__c`	When you import a new expense category record from NetSuite into OpenAir, OpenAir stores the internal ID of the NetSuite expense category in the NetSuite Expense Category ID [`netsuite_item_id`] custom field. This custom field is used to link the OpenAir and NetSuite records for future updates and matching record associations.
`="1"`	`Item.active`	[Initial Only] By default, the Active box is checked when the Expense Items (Expense Categories) import workflow creates a new expense item record in OpenAir. If the Inactive box is checked on the expense category record in NetSuite, OpenAir NetSuite Connector does not import the expense category into OpenAir — the record is excluded from the integration. If you clear the Inactive box on the NetSuite expense category record, OpenAir NetSuite Connector will import the expense category record in the next integration run, and create or update the corresponding service record in OpenAir according to the field mapping definitions set for the workflow. Checking the Inactive box on the NetSuite expense category record does not clear the Active box automatically on the OpenAir expense item record. If you check the Inactive box on the NetSuite expense category record, clear the Active box manually on the expense item entity form in OpenAir.
`ExpenseCategory.name`	`Item.name`	—
`="M"` `="R"`	`Item.type`	Expense item type: If the expense category Name includes “mileage”, it is imported into OpenAir as an expense item of type `M` (Mileage). All other expense categories are imported into OpenAir as an expense item of type `R` (Regular).

NetSuite Field

Direction

OpenAir Field

Notes

ExpenseCategory.internalId

Item.netsuite_item_id__c

When you import a new expense category record from NetSuite into OpenAir, OpenAir stores the internal ID of the NetSuite expense category in the NetSuite Expense Category ID [netsuite_item_id] custom field. This custom field is used to link the OpenAir and NetSuite records for future updates and matching record associations.

="1"

Item.active

[Initial Only] By default, the Active box is checked when the Expense Items (Expense Categories) import workflow creates a new expense item record in OpenAir. If the Inactive box is checked on the expense category record in NetSuite, OpenAir NetSuite Connector does not import the expense category into OpenAir — the record is excluded from the integration.

If you clear the Inactive box on the NetSuite expense category record, OpenAir NetSuite Connector will import the expense category record in the next integration run, and create or update the corresponding service record in OpenAir according to the field mapping definitions set for the workflow.
Checking the Inactive box on the NetSuite expense category record does not clear the Active box automatically on the OpenAir expense item record. If you check the Inactive box on the NetSuite expense category record, clear the Active box manually on the expense item entity form in OpenAir.

ExpenseCategory.name

Item.name

—

="M"
="R"

Item.type

Expense item type:

If the expense category Name includes “mileage”, it is imported into OpenAir as an expense item of type M (Mileage).
All other expense categories are imported into OpenAir as an expense item of type R (Regular).

Additional Field Mappings

Important:

Review the following guidelines

You should contact your OpenAir Professional Services representative if you need to make changes to your integration configuration and field mapping definitions.
For advanced mapping usage and best practice guidelines, see Advanced Field Mapping Definition.
Familiarize yourself with the NetSuite and OpenAir technical documentation before attempting to set field mapping definitions using the advanced notation — See Schema Reference Documentation.

No specific guidelines