This screen controls how every card transaction and expense is automatically routed to the correct General Ledger (GL) account.
Once configured, the system will automatically assign each expense to the appropriate GL account based on activity, category, and accounting rules — with no manual intervention required.
How to Access Expense Account Mapping
Go to:
Finance & Accounting → Accounting Setup → Expense / Account Mapping
What This Screen Does
This screen defines rules that automatically map transactions to GL accounts based on:
• Business Activity (Activity Template)
• Line Item Category (inside the activity)
• Expense Category (merchant transaction category)
• Subsidiary, Class, Cost Center, Customer, Product, Project
How Mapping Works
Each rule tells the system:
“If an expense matches these conditions, book it to this GL account.”
The system always uses the most specific matching rule available.
Rule Priority
Rules are evaluated in the following order:
First, fully specified rules are applied.
These are rules that include Business Activity, Line Item Category, and Expense Category.
If no fully specified rule matches, the system looks for partially specified rules.
These may include only Business Activity or Business Activity plus Expense Category.
If no mapping rule matches, the system uses the Default GL account.
How to Create a New Mapping Rule
Click ➕ Add
-
Select:
GL Account
Business Activity
Line Item Category
Expense Category
Optionally apply filters (subsidiary, cost center, etc.)
Click Save
Key Fields Explained
Ledger Account
The GL account the expense will be recorded to.
Subsidiary
The legal entity applying the rule.
Class
Optional accounting classification.
Currency
Optional currency-specific filter.
Cost Center
Cost center dimension.
Customer / Product / Project
Optional project-level dimensions.
Business Activity
The activity template used to route the expense.
Line Item Category
A category defined inside the activity template.
Expense Category
The transaction-level category received from the merchant.
Examples
An IT activity with Software line items and a SaaS merchant category will be booked to the IT – Software GL account.
A Business Trip activity with a Hotel line item will be booked to the Travel – Lodging GL account.
A Marketing activity with Social Media expense category will be booked to the Marketing GL account.
If no rule matches, the expense will be booked to the Default GL account.
Why This Matters
Proper mapping ensures that:
Expenses are booked automatically
Accounting exports are accurate
Manual GL coding is eliminated
Financial reporting remains clean and consistent
Related articles:
How-to-Create-GL-Accounts