Expense Report Mapping Group

Use the Expense Report mapping group to map expense report header information on the OpenAir expense report record with expense report header information on the NetSuite expense report transaction record. 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 exported by default includes NetSuite employee ID for the user who created the expense report, expense report date, expense report number, advance, notes, accounting and supervisor approval (with NetSuite user IDs of approvers), and multicurrency flag. Filters and pullbacks are supported.
Additional Field Mappings — There are no specific best practice guidelines for custom field mapping definitions. The mapping group supports custom pullback field mappings, retrieving information from the record created in NetSuite back into OpenAir.

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 Report [`ExpenseReport`] Schema: ExpenseReport (2020.1)\|ExpenseReport (2023.1) XSD: tranEmp (2020.1)\|tranEmp (2023.1) XSD (pullback): `TransactionSearchRowBasic` — platformCommon (2020.1)\|platformCommon (2023.1)	Expense Report [`envelope`] Data Dictionary: envelope	Expense Report [`EXPENSE_REP_TO_EXPENSE_REP`] Pullback row [`NS_EXPENSE_REP_TO_OA_EXPENSE_REP`]

NetSuite Record type [SOAP object]

OpenAir Record Type [table]

Mapping Group [Integration point]

Expense Report [ExpenseReport]

Schema: ExpenseReport (2020.1)|ExpenseReport (2023.1)

XSD: tranEmp (2020.1)|tranEmp (2023.1)

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

Expense Report [envelope]

Data Dictionary: envelope

Expense Report

[EXPENSE_REP_TO_EXPENSE_REP]
Pullback row [NS_EXPENSE_REP_TO_OA_EXPENSE_REP]

Default and Custom Filters

By default, expense report records are exported from OpenAir to NetSuite if the following conditions are met:

The expense report is approved in OpenAir.
The expense report was not already exported — Envelope.exported is empty.
The NetSuite ID [netsuite_envelope_id] custom field is empty OR the Allow objects with a NetSuite ID to be exported during integration run box is checked on the OpenAir NetSuite Connector administration form. See Allow objects with a NetSuite ID to be exported during integration run.
The expense report must contain at least one receipt.
If the Enable OpenAir expense reports to NetSuite vendor bill integration box is checked on the OpenAir NetSuite Connector administration form, the Export folders from this employee as NetSuite vendor bills [User.netsuite_export_envelope_to_vendorbill__c] box is not checked on the employee record associated with the expense report in OpenAir. When both are checked, the Vendor Bill mapping group is used instead. See Vendor Bill Mapping Group.

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

Note:

Custom filters for the Expense Report and Vendor bill mapping group are the same. Use the Expense Report mapping group tab to set custom filters for both mapping groups.

Default Field Mappings

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

NetSuite Field	OpenAir Field	Notes
`ExpenseReport.custbody_oa_exp_report_internal_id`	`Envelope.id`	Visible and always active if the Verify expense report export box is checked on the OpenAir NetSuite Connector administration form. See Verify expense report export.
`ExpenseReport.entity`	Looked up OpenAir field value — `User.netsuite_user_id__c` for the employee with `User.id` equal to `Envelope.user_id`	The internal ID for the NetSuite employee record corresponding to the employee who submitted the expense report in OpenAir.
`ExpenseReport.tranDate`	`Envelope.date`	—
`ExpenseReport.tranId`	`Envelope.number`	—
`ExpenseReport.custbody_oa_expense_report_number`	`Envelope.number`	Not visible on mapping definition table The Tracking # of the OpenAir expense report is stored in both the Exp. Rept. # [`ExpenseReport.tranId`] standard field and the OpenAir: Expense Report Number [`ExpenseReport.custbody_oa_expense_report_number`] custom field on the expense report in NetSuite.
`ExpenseReport.custbody_oa_exp_approver_supervisor`	Looked up OpenAir field values — List of `User.netsuite_user_id__c` for the employees who approved the expense report (`Approval.user_id`) if the approval records are not associated with a project.	Information about expense report approvers (except for project approvals) is stored in the OpenAir Expense Report Approver — Supervisor [ `ExpenseReport.custbody_oa_exp_approver_supervisor`] custom field on the expense report in NetSuite (OpenAir subtab).
`ExpenseReport.custbody_oa_exp_approver_project`	Looked up OpenAir field values — List of `User.netsuite_user_id__c` for the employees who approved the expense report (`Approval.user_id`) if the approval records are associated with a project.	Information about expense report approvers for project approvals is stored in the OpenAir Expense Report Approver — Project [ `ExpenseReport.custbody_oa_exp_approver_project`] custom field on the expense report in NetSuite (OpenAir subtab).
`ExpenseReport.advance`	`Envelope.advance`	—
`ExpenseReport.memo`	`Envelope.notes`	—
`ExpenseReport.accountingApprova` l	`=”true”`	The Accounting Approval box is checked by default to indicate the expense report is ready to pay.
`ExpenseReport.supervisorApproval`	`=”true”`	The Supervisor Approval box is checked by default to indicate the expense report was approved.
`ExpenseReport.useMultiCurrency`	`=”true”`	Visible only if the Multicurrency feature is enabled for your OpenAir account. Active only if the Multiple Currency feature is enabled for your NetSuite account. The Use Multicurrency box is checked by default to allow expenses in foreign currencies. By default, the currency on the expense report is the same as on the employee or vendor record.
`ExpenseReport.custbody_oa_gst_override`	Calculated sum of GST or HST amounts across all receipts in the expense report	Not visible on mapping definition table When the Allow manual override of Canadian taxes on expense report export box is checked on the Expense Reports (Expense Reports) export workflow settings form, calculated sum of Goods and Services Tax (GST) or Harmonized Sales Tax (HST) across all expense lines is stored in the OpenAir: GST/HST Amount [`custbody_oa_gst_override`] custom field on the expense report in NetSuite. See Allow manual override of Canadian taxes on Expense report export.
`ExpenseReport.custbody_oa_pst_override`	Calculated sum of PST amounts across all receipts in the expense report	Not visible on mapping definition table When the Allow manual override of Canadian taxes on expense report export box is checked on the Expense Reports (Expense Reports) export workflow settings form, calculated sum of Provincial Sales Tax (PST) across all expense lines is stored in the OpenAir: PST Amount [`custbody_oa_pst_override`] custom field on the expense report in NetSuite. See Allow manual override of Canadian taxes on Expense report export.
`Transaction.internalId`	`Envelope.netsuite_envelope_id__c`	Not visible on mapping definition table [Pullback] When you export a new expense report record from OpenAir to NetSuite, OpenAir stores the internal ID of the NetSuite expense report or vendor bill in the NetSuite ID [`netsuite_envelope_id`] custom field. This custom field is used to link the OpenAir and NetSuite records for future updates and matching record associations.
—	`Envelope.exported`	Not visible on mapping definition table OpenAir adds a timestamp for the date and time the record was exported.

NetSuite Field

Direction

OpenAir Field

Notes

ExpenseReport.custbody_oa_exp_report_internal_id

Envelope.id

Visible and always active if the Verify expense report export box is checked on the OpenAir NetSuite Connector administration form. See Verify expense report export.

ExpenseReport.entity

Looked up OpenAir field value —

User.netsuite_user_id__c for the employee with User.id equal to Envelope.user_id

The internal ID for the NetSuite employee record corresponding to the employee who submitted the expense report in OpenAir.

ExpenseReport.tranDate

Envelope.date

—

ExpenseReport.tranId

Envelope.number

—

ExpenseReport.custbody_oa_expense_report_number

Envelope.number

Not visible on mapping definition table

The Tracking # of the OpenAir expense report is stored in both the Exp. Rept. # [ExpenseReport.tranId] standard field and the OpenAir: Expense Report Number [ExpenseReport.custbody_oa_expense_report_number] custom field on the expense report in NetSuite.

ExpenseReport.custbody_oa_exp_approver_supervisor

Looked up OpenAir field values —

List of User.netsuite_user_id__c for the employees who approved the expense report (Approval.user_id) if the approval records are not associated with a project.

Information about expense report approvers (except for project approvals) is stored in the OpenAir Expense Report Approver — Supervisor [ ExpenseReport.custbody_oa_exp_approver_supervisor] custom field on the expense report in NetSuite (OpenAir subtab).

ExpenseReport.custbody_oa_exp_approver_project

Looked up OpenAir field values —

List of User.netsuite_user_id__c for the employees who approved the expense report (Approval.user_id) if the approval records are associated with a project.

Information about expense report approvers for project approvals is stored in the OpenAir Expense Report Approver — Project [ ExpenseReport.custbody_oa_exp_approver_project] custom field on the expense report in NetSuite (OpenAir subtab).

ExpenseReport.advance

Envelope.advance

—

ExpenseReport.memo

Envelope.notes

—

ExpenseReport.accountingApprova l

=”true”

The Accounting Approval box is checked by default to indicate the expense report is ready to pay.

ExpenseReport.supervisorApproval

=”true”

The Supervisor Approval box is checked by default to indicate the expense report was approved.

ExpenseReport.useMultiCurrency

=”true”

Visible only if the Multicurrency feature is enabled for your OpenAir account.

Active only if the Multiple Currency feature is enabled for your NetSuite account.

The Use Multicurrency box is checked by default to allow expenses in foreign currencies.

By default, the currency on the expense report is the same as on the employee or vendor record.

ExpenseReport.custbody_oa_gst_override

Calculated sum of GST or HST amounts across all receipts in the expense report

Not visible on mapping definition table

When the Allow manual override of Canadian taxes on expense report export box is checked on the Expense Reports (Expense Reports) export workflow settings form, calculated sum of Goods and Services Tax (GST) or Harmonized Sales Tax (HST) across all expense lines is stored in the OpenAir: GST/HST Amount [custbody_oa_gst_override] custom field on the expense report in NetSuite. See Allow manual override of Canadian taxes on Expense report export.

ExpenseReport.custbody_oa_pst_override

Calculated sum of PST amounts across all receipts in the expense report

Not visible on mapping definition table

When the Allow manual override of Canadian taxes on expense report export box is checked on the Expense Reports (Expense Reports) export workflow settings form, calculated sum of Provincial Sales Tax (PST) across all expense lines is stored in the OpenAir: PST Amount [custbody_oa_pst_override] custom field on the expense report in NetSuite. See Allow manual override of Canadian taxes on Expense report export.

Transaction.internalId

Envelope.netsuite_envelope_id__c

Not visible on mapping definition table

[Pullback] When you export a new expense report record from OpenAir to NetSuite, OpenAir stores the internal ID of the NetSuite expense report or vendor bill in the NetSuite ID [netsuite_envelope_id] custom field. This custom field is used to link the OpenAir and NetSuite records for future updates and matching record associations.

—

Envelope.exported

Not visible on mapping definition table

OpenAir adds a timestamp for the date and time the record was exported.

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.

The following table describes additional field mapping definitions for the Expense Report mapping group tab that may be required or useful in some cases.

NetSuite Field	Direction	OpenAir Field	Notes
`Transaction.tranId`		`Envelope.netsuite_transaction_id__c`	You can import transactional information –for example, the NetSuite transaction number– back into OpenAir. To do so, add a pullback row to the field mapping definition table for the Expense Report mapping group, mapping the NetSuite transaction field to a custom field associated with the expense report record type in OpenAir.

NetSuite Field

Direction

OpenAir Field

Notes

Transaction.tranId

Envelope.netsuite_transaction_id__c

You can import transactional information –for example, the NetSuite transaction number– back into OpenAir. To do so, add a pullback row to the field mapping definition table for the Expense Report mapping group, mapping the NetSuite transaction field to a custom field associated with the expense report record type in OpenAir.