Mapping fields

Field mapping lets you map two fields to each other so that one gets filled in based on the value of the other. For example, you may need to select an expense account based on a line item description. Initially you need to do that manually, but the software learns and the next time when an invoice with the same or similar description is processed, it will automatically select that expense account.

Click Mappings from the document form definition page.

Mappings require two pieces of information:

  • Sources – The field or fields from which the data is taken and how the data will be used. Select a field and apply an option to each:
    • First 4 – only the first four characters of the source field are taken into account
    • Loose – similar source values are mapped to the same destination value. For example similar line item descriptions are mapped to the same expense account.
    • Exact – a destination field is only updated if the exactly same source value is already in its database. In this mode it will probably take more time to teach the software.
  • Destination – The field in which the data from the sources will populate.

    • Use most frequent as default – The software will use the most frequent value as a default.

    • Overwrite value – The software will overwrite the value.

    • Clone Source – The software will simply copy the value from the source to the destination.

    • MapERPNametoID and MapERPIdtoName – Used for linking list fields.

For each mapping you can have multiple linked source fields, but only one destination field.