Expense Line Mapping Group

Use the Expense Line mapping group to export information on the expense charges created automatically from approved billable expense receipts and included on the invoice in OpenAir to the corresponding expense line items listed on the NetSuite invoice Billable Expenses subtab.

This mapping group is used to export each expense charge as a billable expense line item on the invoice transaction record in NetSuite when the following conditions are met:

• The expense report containing the billable receipt was exported from OpenAir to NetSuite as an expense reports or vendor bill using the Expenses Reports (Expenses Reports) export workflow. See Expense Reports (Expense Reports) Export Workflow.

• The line item references the NetSuite expense report or vendor bill. Expense charges export as line items listed on the Items subtab on the NetSuite invoice and the Invoice Line mapping group is used otherwise.

Important:

The field mappings on the Expense Line mapping group tab are not used for expense charges created manually in OpenAir also export. The Invoice Line mapping group is used instead if a Service is selected on the expense charge. See Invoice Line Mapping Group.

Expense charges created manually in OpenAir are not exported to NetSuite otherwise.

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 Field Mappings — Overview of default field mapping definitions including notes and best practice guidelines where relevant. Information exported by default includes the internal ID of the NetSuite expense report corresponding to the expense report containing the receipt associated with the expense charge in OpenAir, the NetSuite expense line ID, and the amount.

• 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 Line Item [InvoiceExpCost] Schema: InvoiceExpCost(2020.1)|InvoiceExpCost(2023.1) XSD: tranSales (2020.1)|tranSales (2023.1)	Charge [slip] of type E (Expense item) or M (Mileage expense item) Data Dictionary: slip	Expense Line [INVOICE_EXPENSE_LINE]

Default Field Mappings

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

NetSuite Field	Direction	OpenAir Field	Notes
InvoiceExpCost.doc		Looked up OpenAir field value — Envelope.netsuite_envelope_id for the expense report containing the receipt with Ticket.slip_id equal to Slip.id	—
InvoiceExpCost.apply		="true"	—
InvoiceExpCost.line		Looked up NetSuite field value — The NetSuite expense line item ID corresponding to the OpenAir receipt associated with the charge.	—
InvoiceExpCost.amount		Slip.total	OpenAir NetSuite Connector respects the currency precision settings for your OpenAir account.

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