Map your applications to NetSuite expense codes

The Application Mapping feature in Cledara provides a centralised way to manage expense codes and accounting settings for all your applications.

By assigning the right codes in bulk, you can ensure accurate financial reporting and a seamless integration with NetSuite.

Jump to the information you are looking for:

  How do I map my applications?
  How will the changes affect my transactions?
  Where can I find the applications with a budget set in a different currency?

How do I map my applications?

To get started, navigate to Settings > Workspace settings > Accounting > Application Mapping.

This is where Admin and Finance users can manage expense codes for your software stack added as applications in Cledara.

The Application Mapping table lists all applications in your workspace along with their respective Application Owners, NetSuite settings, and main accounting details.

You can control whether vendor bills, vendor payments, and invoice files for each application should be pushed to NetSuite by checking the respective boxes.

If you decide to push vendor bills to NetSuite, you can then select the expense codes from the dropdowns:

• The Vendor column is where you link each application to a corresponding NetSuite vendor
• The Category column is where you assign the appropriate NetSuite category
• The Tax Code column is where you define the correct tax treatment for each vendor
• The Class column is where you can determine which activity, product line, or business segment the expenses should be assigned to
• The Department column is where you can determine which internal departments or functional areas within the company the expenses should be assigned to

To make changes, simply update the relevant fields in the table, and click Save. More fields become available when you click on a specific application.

How will the changes affect my transactions?

For existing transactions, your changes will not override the previously synced accounting details. 

In the Transactions tab, a Sync option will appear next to your transactions if we detect new accounting details that have not been posted before. Click it to attach the unposted information to your transaction entry in NetSuite.

Where can I find the applications with a budget set in a different currency?

If your workspace operates in multiple currencies, your applications are automatically sorted into different accounts based on the currency you set their budget in. 

You can switch between GBP and EUR accounts to find the applications with GBP and EUR budgets respectively. 

You will not see your vendor if it is created in a currency different from your Application currency, or if it is created in another subsidiary.

NetSuite only accepts transactions that are in the same currency as the account. Even if your vendor charges you in a different currency, say USD, the money is still taken out of your Cledara account in either GBP or EUR. Therefore, you will have to create the vendor in GBP or EUR to push the transaction to your NetSuite account.