Reimbursements (Expense Report Reimbursements) Import Field Mapping Definition

The Reimbursements (Expense Report Reimbursements) import workflow includes one mapping group:

Expense Reimbursement [Integration point: BILLPAYMENT_TO_REIMBURSEMENT] — See Expense Reimbursement Mapping Group.

Expense Reimbursement Mapping Group

Use the Expense Reimbursement mapping group to map information about reimbursement records in OpenAir with information about boll payments applied to expense report transaction 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 project name, associated customer, and start date. 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`]
Bill Payment [`VendorPayment`] Schema: VendorPayment (2020.1)\|VendorPayment (2023.1) XSD: `TransactionSearchRowBasic` — platformCommon (2020.1)\|platformCommon (2023.1)	Reimbursement [`reimbursement`] Data Dictionary: reimbursement	Expense Reimbursement [`BILLPAYMENT_TO_REIMBURSEMENT`]

NetSuite Record type [SOAP object]

OpenAir Record Type [table]

Mapping Group [Integration point]

Bill Payment [VendorPayment]

Schema: VendorPayment (2020.1)|VendorPayment (2023.1)

XSD: TransactionSearchRowBasic — platformCommon (2020.1)|platformCommon (2023.1)

Reimbursement [reimbursement]

Data Dictionary: reimbursement

Expense Reimbursement [BILLPAYMENT_TO_REIMBURSEMENT]

Default and Custom Filters

By default, bill payment records applied are imported from NetSuite into OpenAir as reimbursements if there is an expense report record in OpenAir matching the expense report or vendor bill record to which the bill payment was applied in NetSuite, and if the expense report was not already reimbursed in OpenAir (balance is greater than 0).

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 Reimbursement mapping group tab.

NetSuite Field	OpenAir Field	Notes
`Transaction.internalId`	`Reimbursement.netsuite_reimbursement_id__c`	When you import a new bill payment applied to an expense report from NetSuite into OpenAir, OpenAir stores the internal ID of the NetSuite bill payment in the NetSuite Expense Reimbursement ID [`netsuite_payment_id`] custom field on the reimbursement record in OpenAir. This custom field is used to link the OpenAir and NetSuite records for future updates and matching record associations.
Looked up OpenAir field value — `id` of OpenAir expense report record with `netsuite_envelope_id` equal to the NetSuite field `Transaction.appliedToTransaction`.	`Reimbursement.envelope_id`	—
`Transaction.tranDate`	`Reimbursement.date`	—
`Transaction.appliedToLinkAmount` `Transaction.appliedToForeignAmount`	`Reimbursement.total`	The total amount reimbursed either in the subsidiary or account currency or in a foreign currency.
`'NetSuite Payment ID #' + Transaction.internalId`	`Reimbursement.notes`	[Initial Only] By default, the following content is added to the Notes field on the reimbursement record in OpenAir: `NetSuite Payment ID #` followed by the internal ID of the bill payment transaction in NetSuite.
Looked up OpenAir field value — `id` of OpenAir employee record associated with the expense report with `netsuite_envelope_id` equal to the NetSuite field `Transaction.appliedToTransaction`.	`Reimbursement.user_id`	Not visible on mapping definition table
`Transaction.currency`	`Reimbursement.currency`	Active and visible only if the Multicurrency feature is enabled for your OpenAir account. Multiple currency — The Currency on the reimbursement record in OpenAir is set to the Currency on the bill payment transaction record in NetSuite.

NetSuite Field

Direction

OpenAir Field

Notes

Transaction.internalId

Reimbursement.netsuite_reimbursement_id__c

When you import a new bill payment applied to an expense report from NetSuite into OpenAir, OpenAir stores the internal ID of the NetSuite bill payment in the NetSuite Expense Reimbursement ID [netsuite_payment_id] custom field on the reimbursement record in OpenAir. This custom field is used to link the OpenAir and NetSuite records for future updates and matching record associations.

Looked up OpenAir field value — id of OpenAir expense report record with netsuite_envelope_id equal to the NetSuite field Transaction.appliedToTransaction.

Reimbursement.envelope_id

—

Transaction.tranDate

Reimbursement.date

—

Transaction.appliedToLinkAmount
Transaction.appliedToForeignAmount

Reimbursement.total

The total amount reimbursed either in the subsidiary or account currency or in a foreign currency.

'NetSuite Payment ID #' + Transaction.internalId

Reimbursement.notes

[Initial Only] By default, the following content is added to the Notes field on the reimbursement record in OpenAir: NetSuite Payment ID # followed by the internal ID of the bill payment transaction in NetSuite.

Looked up OpenAir field value — id of OpenAir employee record associated with the expense report with netsuite_envelope_id equal to the NetSuite field Transaction.appliedToTransaction.

Reimbursement.user_id

Not visible on mapping definition table

Transaction.currency

Reimbursement.currency

Active and visible only if the Multicurrency feature is enabled for your OpenAir account.

Multiple currency — The Currency on the reimbursement record in OpenAir is set to the Currency on the bill payment transaction record in NetSuite.

OpenAir NetSuite Connector updates automatically the OpenAir expense report record corresponding to the NetSuite expense report transaction to which the bill payment is applied. The following information is updated:

Envelope.balance — outstanding balance on the expense report.

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