Mapping Custom Expense Codes
(Optional) In a Corporate Card Expenses format profile configured for either manual or automatic import, map custom expense codes from the Financial Institution Parser Plug-in file to your own expense categories in NetSuite. For example, for the custom expense code TRA, you could map it to an expense category called Travel.
If you map expense codes, there is no need for the employee to select an expense category during the expense reporting process.
To do this procedure, you need to have a Corporate Card Expenses format profile configured for manual or automatic import. To configure a manual import, see Creating Format Profiles for Expense Reporting. To configure automatic imports, see American Express Integration for Expense Reporting. You also need to ensure that the Financial Institution Parser Plug-in file does not contain any duplicate expense codes. For a list of custom expense codes, contact the corporate card company from which you want to retrieve data
To map custom expense codes:
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To open the appropriate Format Profile page for the appropriate financial institution record:
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Go to Setup > Accounting > Financial Institution > List.
NetSuite displays the Financial Institutions page.
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Next to the appropriate financial institution record, click View.
NetSuite displays the Financial Institution page.
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In the Format Profile: Configuration subtab, click Edit next to the appropriate format profile with the profile type Corporate Card Expenses.
NetSuite displays the Format Profile page.
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Click the Expense Code Mapping subtab.
Note:The Expense Code Mapping subtab is only visible if the following conditions are met:
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The profile type of your format profile is Corporate Card Expenses. If the profile type is Bank Reconciliation, the Account Linking subtab appears instead.
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You select an implementation of the Financial Institution Parser Plug-in. This can be the AMEX Parser Plug-in or a custom plug-in that contains expense codes.
The subtab displays a list of custom expense codes and accompanying descriptions generated by the Financial Institution Parser Plug-in.
If you change your transaction parser selection, you need to refresh the Format Profile page to see up-to-date information in the Expense Code Mapping subtab.
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In the Expense Category column, select a NetSuite expense category or begin entering the name of the category.
Tip:To add a new expense category, go to Setup > Accounting > Setup Tasks > Expense Categories. See Creating an Expense Category.
If you created any new expense categories, refresh the Format Profile page to see them.
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After you have set your expense categories, click Save to save the format profile, or Save & New to save the current format profile and create a new one.
When the expense lines are imported (either manually or at the next scheduled import), they are automatically added to a record called Imported Employee Expenses. After an employee adds their expense lines to an expense report, the mapped expense categories automatically appear. For details, see American Express Integration for Expense Reporting.