Expense Line Mapping Group

Use the Expense Line mapping group to map information from receipt records in the SuiteProjects Pro expense report with information on the expense line items on the NetSuite expense report transaction record.

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

References — Overview of record types in SuiteProjects Pro 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 .
Additional Field Mappings — There are no specific best practice guidelines for custom field mapping definitions. The mapping group does not support custom pullback field mappings, retrieving information from the line item created in NetSuite back into SuiteProjects Pro.

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`]	SuiteProjects Pro Record Type [`table`]	Mapping Group [`Integration point`]
Expense Report Expense Line Item [`ExpenseReportExpense`] Schema: ExpenseReportExpense (2020.1)\|ExpenseReportExpense (2023.1) XSD: tranEmp (2020.1)\|tranEmp (2023.1)	Receipt [`ticket`, `item`] Data Dictionary: ticket, item	Expense Line [`EXPENSE_REP_LINE`]

NetSuite Record type [SOAP object]

SuiteProjects Pro Record Type [table]

Mapping Group [Integration point]

Expense Report Expense Line Item [ExpenseReportExpense]

Schema: ExpenseReportExpense (2020.1)|ExpenseReportExpense (2023.1)

XSD: tranEmp (2020.1)|tranEmp (2023.1)

Receipt [ticket, item]

Data Dictionary: ticket, item

Expense Line [EXPENSE_REP_LINE]

Default Field Mappings

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

NetSuite Field	SuiteProjects Pro Field	Notes
`ExpenseReportExpense.category`	Looked up SuiteProjects Pro field values — `Item.netsuite_item_id__c` for the expense item with `Item.id` equal to `Ticket.item_id`	The internal ID of the NetSuite expense category corresponding to the expense item associated with the receipt in SuiteProjects Pro.
`ExpenseReportExpense.expenseDate`	`Ticket.date`	—
`ExpenseReportExpense.memo`	`Ticket.notes`	—
`ExpenseReportExpense.customer`	Looked up SuiteProjects Pro field values — `Project.netsuite_project_id__c` for the project with `Project.id` equal to `Ticket.project_id`	The internal ID of the NetSuite project record corresponding to the project associated with the receipt in SuiteProjects Pro.
`ExpenseReportExpense.amount`	`Ticket.total` `Ticket.total` - `taxAmt1` calculated value	The Tax amount is substracted from the total Amount when the following conditions are all met: The Enable tax export on Expense reports box is checked on the Expense Reports (Expense Reports) export workflow settings form. Your SuiteProjects Pro account is configured to use tax locations on receipts or expense items to calculate tax. The NetSuite Tax Nexus Type [`netsuite_tax_nexus`] custom field on the demographic form for the employee associated with the expense report in SuiteProjects Pro is set to `Canada` or `VAT`. For United States nexuses, tax breakout information on expense lines is not supported in NetSuite — the expense line Amount should include tax. See also the mapping definition for NetSuite field `ExpenseReportExpense.taxAmt1` in this table.
`ExpenseReportExpense.isBillable`	See notes	The Billable box on NetSuite expense line items is exported from SuiteProjects Pro receipts Never checked if the Disable expense report references on invoices in NetSuite integration box is checked on the Invoices (Invoices) export workflow settings form exported from SuiteProjects Pro receipts. The following rules are ignored. Important: You should not check the Disable expense report references on invoices in NetSuite integration box in most cases. For more information, see Disable vendor bill linkage on invoices in NetSuite integration. Checked if the receipt is associated with a charge record in SuiteProjects Pro. The following rules are ignored. Not checked if the Billable receipt box is not checked on the receipt in SuiteProjects Pro. The following rules are ignored. Set according to the Project receipts on export to NetSuite [`netsuite_project_expenses`] custom field value on the associated project record in SuiteProjects Pro, if a value is set. Checked if Project receipts on export to NetSuite is set to `Billable`, not checked if Project receipts on export to NetSuite is set to `Non-billable`. Checked, otherwise.
`ExpenseReportExpense.receipt`	`!Ticket.missing_receipt`	The Receipt box is checked on the expense line item in NetSuite if the Missing Receipt box is not checked on the SuiteProjects Pro receipt.
`ExpenseReportExpense.currency`	`Ticket.currency` `Ticket.currency_symbol` Base currency of SuiteProjects Pro account	Active only if the Multiple Currency is enabled for your NetSuite account. By default, the currency on the expense report is set to: The Currency on the receipt record in SuiteProjects Pro when it is a foreign currency receipt (receipt in a different currency to the currency on the employee record associated with the expense report), and if the Do not set the foreign currency in NetSuite for foreign currency receipts when exporting Expense reports is not checked on the Expense Reports (Expense Reports) export workflow settings form. The Currency field is `Ticket.currency_symbol` if the Foreign Currency Receipts in Expense Grid is enabled for your SuiteProjects Pro account (recommended), and `Ticket.currency` otherwise. See also Do not set the foreign currency in NetSuite for foreign currency receipts when exporting Expense reports. The Currency on the receipt record in SuiteProjects Pro, otherwise and if the currency is the same as the Currency for the expense report and the Multicurrency feature is enabled for your SuiteProjects Pro account. The base currency for your SuiteProjects Pro account, otherwise.
`ExpenseReportExpense.foreignAmount`	`Ticket.currency_cost * Ticket.quantity` `Ticket.total`	Active only if the Multiple Currency is enabled for your NetSuite account. The total amount in foreign currency if it is a foreign currency receipt and if the Do not set the foreign currency in NetSuite for foreign currency receipts when exporting Expense reports is not checked on the Expense Reports (Expense Reports) export workflow settings form. The Foreign Amount field is set to `Ticket.currency_cost` multiplied by `Ticket.quantity` if the Foreign Currency Receipts in Expense Grid is enabled for your SuiteProjects Pro account (recommended), and `Ticket.total` otherwise. See also Do not set the foreign currency in NetSuite for foreign currency receipts when exporting Expense reports.
`ExpenseReportExpense.custcol_oa_expense_report_line_id`	`Ticket.id`	Active and visible only if the Apply invoice line in NetSuite to expense using SuiteProjects Pro ticket id box is checked on the NetSuite Connector administration form in SuiteProjects Pro. See Apply invoice line in NetSuite to expense using SuiteProjects Pro ticket id. The internal ID of the SuiteProjects Pro receipt is stored in the SuiteProjects Pro Expense Report Line ID [`custcol_oa_expense_report_line_id`] custom field on the expense line item in NetSuite. The integration uses this custom field to match the relevant expense line when you export invoices from SuiteProjects Pro to NetSuite.
`ExpenseReportExpense.taxCode`	Looked up SuiteProjects Pro field value`Tax_location.netsuite_tax_rate_id` for tax location record with `Tax_location.id` equal to `Tax_rate.tax_location_id` for tax rate record with `Tax_rate.ticket_id` equal to `Ticket.id`	Visible only if the Enable tax export on Expense reports box is checked on the Expense Reports (Expense Reports) export workflow settings form. Active only when the following conditions are all met: The Enable tax export on Expense reports box is checked on the Expense Reports (Expense Reports) export workflow settings form. Your SuiteProjects Pro account is configured to use tax locations on receipts or expense items to calculate tax. The NetSuite Tax Nexus Type [`netsuite_tax_nexus`] custom field on the demographic form for the employee associated with the expense report in SuiteProjects Pro is set to `Canada` or `VAT`. For United States nexuses, tax breakout information on expense lines is not supported in NetSuite — the expense line Amount should include tax. The Tax amount on the expense line is set to the Tax paid on the SuiteProjects Pro receipt if the NetSuite Tax Nexus Type is `VAT` or calculated from values in the `tax_rate` record associated with the SuiteProjects Pro receipt . if the NetSuite Tax Nexus Type is `Canada`.
`ExpenseReportExpense.taxAmt1`	Calculated value [`taxAmt1`] — `Ticket.total_tax_paid` Sum of `Tax_rate.gst` , `Tax_rate.hst`, `Tax_rate.pst`, `Tax_rate.state`, and `Tax_rate.federal` for tax rate record with `Tax_rate.ticket_id` equal to `Ticket.id`	Visible only if the Enable tax export on Expense reports box is checked on the Expense Reports (Expense Reports) export workflow settings form. Active only when the following conditions are all met: The Enable tax export on Expense reports box is checked on the Expense Reports (Expense Reports) export workflow settings form. Your SuiteProjects Pro account is configured to use tax locations on receipts or expense items to calculate tax. The NetSuite Tax Nexus Type [`netsuite_tax_nexus`] custom field on the demographic form for the employee associated with the expense report in SuiteProjects Pro is set to `Canada` or `VAT`. For United States nexuses, tax breakout information on expense lines is not supported in NetSuite — the expense line Amount should include tax. The Tax amount on the expense line is set to the Tax paid on the SuiteProjects Pro receipt if the NetSuite Tax Nexus Type is `VAT` or calculated from values in the `tax_rate` record associated with the SuiteProjects Pro receipt . if the NetSuite Tax Nexus Type is `Canada`.
`ExpenseReportExpense.custcol_oa_gst_override`	Calculated value — sum of `Tax_rate.gst` and `Tax_rate.hst` for tax rate record with `Tax_rate.ticket_id` equal to `Ticket.id`	Active and visible only if the Allow manual override of Canadian taxes on expense report export box is checked on the Expense Reports (Expense Reports) export workflow settings form. The Goods and Services Tax (GST) and Harmonized Sales Tax (HST) is stored in the SuiteProjects Pro: GST/HST [`custbody_oa_gst_override`] custom field on the NetSuite expense line item. See Allow manual override of Canadian taxes on Expense report export.
`ExpenseReportExpense.custcol_oa_pst_override`	Looked up SuiteProjects Pro field value — `Tax_rate.pst` for tax rate record with `Tax_rate.ticket_id` equal to `Ticket.id`	Active and visible only if the Allow manual override of Canadian taxes on expense report export box is checked on the Expense Reports (Expense Reports) export workflow settings form. The Provincial Sales Tax (PST) entered manually on the SuiteProjects Pro receipt is stored in the SuiteProjects Pro: PST [`custcol_oa_pst_override`] custom field on the NetSuite expense line item. See Allow manual override of Canadian taxes on Expense report export.
—	`Ticket.exported`	Not visible on mapping definition table SuiteProjects Pro adds a timestamp for the date and time the record was exported.

NetSuite Field

Direction

SuiteProjects Pro Field

Notes

ExpenseReportExpense.category

Looked up SuiteProjects Pro field values — Item.netsuite_item_id__c for the expense item with Item.id equal to Ticket.item_id

The internal ID of the NetSuite expense category corresponding to the expense item associated with the receipt in SuiteProjects Pro.

ExpenseReportExpense.expenseDate

Ticket.date

—

ExpenseReportExpense.memo

Ticket.notes

—

ExpenseReportExpense.customer

Looked up SuiteProjects Pro field values — Project.netsuite_project_id__c for the project with Project.id equal to Ticket.project_id

The internal ID of the NetSuite project record corresponding to the project associated with the receipt in SuiteProjects Pro.

ExpenseReportExpense.amount

Ticket.total
Ticket.total - taxAmt1 calculated value

The Tax amount is substracted from the total Amount when the following conditions are all met:

The Enable tax export on Expense reports box is checked on the Expense Reports (Expense Reports) export workflow settings form.
Your SuiteProjects Pro account is configured to use tax locations on receipts or expense items to calculate tax.
The NetSuite Tax Nexus Type [netsuite_tax_nexus] custom field on the demographic form for the employee associated with the expense report in SuiteProjects Pro is set to Canada or VAT. For United States nexuses, tax breakout information on expense lines is not supported in NetSuite — the expense line Amount should include tax.

See also the mapping definition for NetSuite field ExpenseReportExpense.taxAmt1 in this table.

ExpenseReportExpense.isBillable

See notes

The Billable box on NetSuite expense line items is exported from SuiteProjects Pro receipts

Never checked if the Disable expense report references on invoices in NetSuite integration box is checked on the Invoices (Invoices) export workflow settings form exported from SuiteProjects Pro receipts. The following rules are ignored.

Important:
You should not check the Disable expense report references on invoices in NetSuite integration box in most cases. For more information, see Disable vendor bill linkage on invoices in NetSuite integration.
Checked if the receipt is associated with a charge record in SuiteProjects Pro. The following rules are ignored.
Not checked if the Billable receipt box is not checked on the receipt in SuiteProjects Pro. The following rules are ignored.
Set according to the Project receipts on export to NetSuite [netsuite_project_expenses] custom field value on the associated project record in SuiteProjects Pro, if a value is set. Checked if Project receipts on export to NetSuite is set to Billable, not checked if Project receipts on export to NetSuite is set to Non-billable.
Checked, otherwise.

ExpenseReportExpense.receipt

!Ticket.missing_receipt

The Receipt box is checked on the expense line item in NetSuite if the Missing Receipt box is not checked on the SuiteProjects Pro receipt.

ExpenseReportExpense.currency

Ticket.currency
Ticket.currency_symbol
Base currency of SuiteProjects Pro account

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

By default, the currency on the expense report is set to:

The Currency on the receipt record in SuiteProjects Pro when it is a foreign currency receipt (receipt in a different currency to the currency on the employee record associated with the expense report), and if the Do not set the foreign currency in NetSuite for foreign currency receipts when exporting Expense reports is not checked on the Expense Reports (Expense Reports) export workflow settings form. The Currency field is Ticket.currency_symbol if the Foreign Currency Receipts in Expense Grid is enabled for your SuiteProjects Pro account (recommended), and Ticket.currency otherwise. See also Do not set the foreign currency in NetSuite for foreign currency receipts when exporting Expense reports.
The Currency on the receipt record in SuiteProjects Pro, otherwise and if the currency is the same as the Currency for the expense report and the Multicurrency feature is enabled for your SuiteProjects Pro account.
The base currency for your SuiteProjects Pro account, otherwise.

ExpenseReportExpense.foreignAmount

Ticket.currency_cost * Ticket.quantity
Ticket.total

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

The total amount in foreign currency if it is a foreign currency receipt and if the Do not set the foreign currency in NetSuite for foreign currency receipts when exporting Expense reports is not checked on the Expense Reports (Expense Reports) export workflow settings form. The Foreign Amount field is set to Ticket.currency_cost multiplied by Ticket.quantity if the Foreign Currency Receipts in Expense Grid is enabled for your SuiteProjects Pro account (recommended), and Ticket.total otherwise. See also Do not set the foreign currency in NetSuite for foreign currency receipts when exporting Expense reports.

ExpenseReportExpense.custcol_oa_expense_report_line_id

Ticket.id

Active and visible only if the Apply invoice line in NetSuite to expense using SuiteProjects Pro ticket id box is checked on the NetSuite Connector administration form in SuiteProjects Pro. See Apply invoice line in NetSuite to expense using SuiteProjects Pro ticket id.

The internal ID of the SuiteProjects Pro receipt is stored in the SuiteProjects Pro Expense Report Line ID [custcol_oa_expense_report_line_id] custom field on the expense line item in NetSuite. The integration uses this custom field to match the relevant expense line when you export invoices from SuiteProjects Pro to NetSuite.

ExpenseReportExpense.taxCode

Looked up SuiteProjects Pro field valueTax_location.netsuite_tax_rate_id for tax location record with Tax_location.id equal to Tax_rate.tax_location_id for tax rate record with Tax_rate.ticket_id equal to Ticket.id

Visible only if the Enable tax export on Expense reports box is checked on the Expense Reports (Expense Reports) export workflow settings form.

Active only when the following conditions are all met:

The Enable tax export on Expense reports box is checked on the Expense Reports (Expense Reports) export workflow settings form.
Your SuiteProjects Pro account is configured to use tax locations on receipts or expense items to calculate tax.
The NetSuite Tax Nexus Type [netsuite_tax_nexus] custom field on the demographic form for the employee associated with the expense report in SuiteProjects Pro is set to Canada or VAT. For United States nexuses, tax breakout information on expense lines is not supported in NetSuite — the expense line Amount should include tax.

The Tax amount on the expense line is set to the Tax paid on the SuiteProjects Pro receipt if the NetSuite Tax Nexus Type is VAT or calculated from values in the tax_rate record associated with the SuiteProjects Pro receipt . if the NetSuite Tax Nexus Type is Canada.

ExpenseReportExpense.taxAmt1

Calculated value [taxAmt1] —

Ticket.total_tax_paid
Sum of Tax_rate.gst , Tax_rate.hst, Tax_rate.pst, Tax_rate.state, and Tax_rate.federal for tax rate record with Tax_rate.ticket_id equal to Ticket.id

Visible only if the Enable tax export on Expense reports box is checked on the Expense Reports (Expense Reports) export workflow settings form.

Active only when the following conditions are all met:

The Enable tax export on Expense reports box is checked on the Expense Reports (Expense Reports) export workflow settings form.
Your SuiteProjects Pro account is configured to use tax locations on receipts or expense items to calculate tax.
The NetSuite Tax Nexus Type [netsuite_tax_nexus] custom field on the demographic form for the employee associated with the expense report in SuiteProjects Pro is set to Canada or VAT. For United States nexuses, tax breakout information on expense lines is not supported in NetSuite — the expense line Amount should include tax.

ExpenseReportExpense.custcol_oa_gst_override

Calculated value — sum of Tax_rate.gst and Tax_rate.hst for tax rate record with Tax_rate.ticket_id equal to Ticket.id

Active and visible only if the Allow manual override of Canadian taxes on expense report export box is checked on the Expense Reports (Expense Reports) export workflow settings form.

The Goods and Services Tax (GST) and Harmonized Sales Tax (HST) is stored in the SuiteProjects Pro: GST/HST [custbody_oa_gst_override] custom field on the NetSuite expense line item. See Allow manual override of Canadian taxes on Expense report export.

ExpenseReportExpense.custcol_oa_pst_override

Looked up SuiteProjects Pro field value — Tax_rate.pst for tax rate record with Tax_rate.ticket_id equal to Ticket.id

Active and visible only if the Allow manual override of Canadian taxes on expense report export box is checked on the Expense Reports (Expense Reports) export workflow settings form.

The Provincial Sales Tax (PST) entered manually on the SuiteProjects Pro receipt is stored in the SuiteProjects Pro: PST [custcol_oa_pst_override] custom field on the NetSuite expense line item. See Allow manual override of Canadian taxes on Expense report export.

—

Ticket.exported

Not visible on mapping definition table

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

Additional Field Mappings

Important:

Review the following guidelines

You should contact your SuiteProjects Pro 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 SuiteProjects Pro technical documentation before attempting to set field mapping definitions using the advanced notation — See Schema Reference Documentation.

Review the following guidelines:

Reimbursable or Non-reimbursable Status — Exported expense reports can include both reimbursable and non-reimbursable receipts. SuiteProjects Pro receipts have a Reimbursable (R) or Non-reimbursable (N) Status. To make sure you can bill customers for non-reimbursable expenses without reimbursing the employee, configure the integration to create an additional negative line for non-reimbursable receipts. See Automatically create negative Expense report lines in NetSuite for non-reimbursable expenses.

Important:
You should not use advanced mapping to set the value of the Non-reimbursable [expenseReportExpense.isNonReimbursable] field on the NetSuite expense line in function of the receipt Status [ticket.status] in SuiteProjects Pro. Support for the Non-reimbursable field in NetSuite is limited and impacts the ability to rebill expense line items.