With Map & Sync, each value of your cost centres, expense categories and analytical fields is linked to a NetSuite value. A payable whose values are not linked cannot be exported correctly. Spendesk warns you in Bookkeep > Prepare, so you can fix the mapping before you export.
To set up the links, see Configure how analytical fields sync with your accounting integration.
In Prepare: values that are not mapped
Cost centres: map the value from the payable
When the selected cost centre is not mapped, the message Map this value to NetSuite to avoid export issues. shows under the field, with a Map button.
Click Map.
Under NetSuite value to map to, select the NetSuite value.
Click Map value.
Expense categories and analytical fields
When you click Save and mark as ready (or Mark as ready), a selected value that is not mapped shows Missing [field name] in red, for example Missing Expense category, even though a value is selected. The payable is not marked as ready, and the bottom of the form shows "Your payable contains invalid data. Please review it."
To fix it:
Open the field's settings: Settings > Organisation > Analytical fields, then the field's gear menu > Edit sync and mapping settings, or edit the value directly in the list.
Edit the value and select the NetSuite value to map to.
Go back to Bookkeep > Prepare and mark the payable as ready again.
Spendesk does not check a field set to No sync (it is not exported) or an optional field left empty.
Marking several payables as ready at once
When you select several payables in the Prepare table and click Mark as ready, Spendesk does not check their mappings: a payable with an unmapped value can become ready and then fail at export. Before a bulk action, open the payables that use new or rarely used values, or check that every value of your fields is mapped.
In Export: when the export fails
A ready payable can still fail at export, for example when:
a value was marked as ready in bulk without being mapped;
the value was deleted in Spendesk, or deleted or made inactive in NetSuite;
the mapping was removed after the payable was marked as ready.
When this happens, Bookkeep > Export shows Your expenses couldn't be exported. Nothing is created in NetSuite.
To fix it:
Check the values of the payables you are exporting: each cost centre, expense category and analytical field value must show its NetSuite value in Settings > Organisation.
Map the values shown as Unmapped. If a value no longer exists, send the payable back to Prepare and select another value.
Click Try again.
If the export still fails, contact Spendesk support.
A mapping saved in Spendesk is used by the next export straight away. You only need Refresh accounting settings when the value was just created in NetSuite.
Quick reference
Message | Where | What to do |
Map this value to NetSuite to avoid export issues. | Prepare, under the cost centre | Click Map and select the NetSuite value |
Missing [field name] | Prepare, after Mark as ready | Map the selected value, or fill in the empty field |
Your expenses couldn't be exported | Export | Map the values of the payables, then click Try again |
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