Map & Sync lets you decide, for each cost centre, expense category and analytical field, which field of your accounting software it is linked to, and how its values stay up to date. This article uses NetSuite as an example; the screens are the same for the other native integrations, with the name of your accounting software in place of NetSuite.
Before you start
You are an Account Owner or an Admin in Spendesk.
Spendesk is connected to your accounting software through a native integration.
You know which field of your accounting software each Spendesk field should use, for example a Class, Department or Location in NetSuite, a tracking category in Xero, an analytic plan in Odoo, or a dimension in Business Central. A field of your accounting software can be linked to only one Spendesk field.
If you don't see the options described below, contact your Spendesk account team.
The three sync options
Option | What it does | Use it when |
Pull from [integration] | Spendesk imports the values from your accounting software and keeps them up to date. You cannot add values in Spendesk. | Your accounting software is your source of truth. |
Manually map to [integration] | You manage the values in Spendesk and link each one to a value of your accounting software. | You want to control the list of values in Spendesk. |
No sync | The field stays in Spendesk only. It is not exported, and its existing mapping is removed. | The field is only used in Spendesk. |
[integration] is the name of your accounting software, for example Pull from NetSuite.
Cost centres offer Manually map to [integration] and No sync only.
Good to know: with Manually map to [integration], a sync can still add a value created in your accounting software to an expense category or analytical field, already linked to the value of the same name. After a sync, check the new values of your field.
Step 1: Check the overview
Go to Settings > Accounting Setup > Mapping & sync. The Analytical fields table shows one line per field:
[integration] sync: the sync option, or Not configured while no field of your accounting software is linked.
Mapped [integration] field: the linked field, or Unmapped.
Export (NetSuite): In the body, On each line, or both.
The table is an overview: you cannot change a setting from it. See details takes you to the page where the field is configured.
Xero: the Mapping & sync tab still shows the previous mapping table, with Select value. Don't use it: configure your fields from Settings > Organisation (Step 2).
Step 2: Open the field's settings
Cost centres: Settings > Organisation > Cost centres, then click the gear icon.
Expense categories and analytical fields: Settings > Organisation > Analytical fields, then open the field's gear menu and click Edit sync and mapping settings.
For cost centres, the gear icon opens the settings directly.
Step 3: Set up a field for the first time
The first time, the setup opens on Configure field sync:
Under How should [field] sync with [integration] from now on?, choose an option.
Click Map existing values, select the field of your accounting software, and match the values that already exist in Spendesk. With Pull from [integration], values that exist only in Spendesk must be matched or deleted before you can continue.
Click Finish setup.
Important: the setup can open with No sync selected. Choose another option before you click Finish setup: No sync removes the existing mapping of the field and of its values.
After the setup, the values of the field can stay empty or Unmapped for a moment: click Refresh accounting settings in Settings > Accounting Setup, and Spendesk links the values that have the same name in your accounting software.
Step 4: Change a field's settings later
Open the field's settings again. The page Sync & map [field] to [integration] shows the sync option and the linked field. Make your changes and click Update settings.
Spendesk shows what the change will do before you confirm:
Change | What happens |
Manually map → Pull from [integration] | Your accounting software becomes the source of truth; the field becomes read-only in Spendesk. Values missing in Spendesk are added. |
Pull from [integration] → Manually map | You can add and edit values in Spendesk again. |
To No sync | The field and its values are unmapped. The values stay in Spendesk. |
Another field of your accounting software | Mappings to the previous field are removed. Prepared payables are sent back to Prepare; exported payables are not affected. |
When existing values have to be matched, the button becomes Map existing data or Remap existing data: match each Spendesk value, then click Update settings.
NetSuite: choose the export level
With NetSuite, the settings also show How should [field] be exported to NetSuite?:
NetSuite field | What you see |
Department, Class | Two checkboxes: Line level (ticked by default) and Header (body) level. Tick one or both. |
Expense Category | No choice: "Expense category will be exported at the line level (one per payable line), as required by NetSuite." |
If you split payables across several values of a field, export it at Line level only. When Header (body) level is ticked and a payable is split, Spendesk puts the first line's value in the transaction header. Spendesk reminds you of this with Consider updating to line level only. in the settings, and with Consider updating your export settings for analytical split. on the Cost centres page, where Review suggested updates opens the settings and Keep current setup hides the message.
Map a single value
On the field's page, each value shows the value it is linked to, or Unmapped. To link a value, edit it and select the [integration] value to map to.
In a field set to Pull from [integration], Add a value is disabled: "Adding values is disabled because this field pulls from [integration] (the source of truth)." You can still edit a value, but its name is overwritten at the next sync: change values in your accounting software instead.
Values that exist only in Spendesk are kept and marked Unmapped: map or delete them.
NetSuite sub-values are shown as "Parent : Child".
When values are synced
Spendesk syncs the values of your accounting software:
every night, Monday to Friday;
when you switch a field to Pull from [integration];
when you click Refresh accounting settings in Settings > Accounting Setup.
During a sync, the field's page shows Syncing with [integration], check back later, and each value shows Syncing with [integration] instead of the value it is linked to.
It usually takes a few minutes. The message can stay on the page longer without blocking your settings; if your values are not updated after a refresh, contact Spendesk support.
If a linked field is deleted in your accounting software, its mapping is removed at the next sync and the field is no longer exported, without an error message. After changing your accounting setup, check your fields in Settings > Organisation.
Related articles