Spend Analytics - Activating Category Mappings

There are two types of category mapping: supplier-category mapping and cost type-category mapping. The selection is configured via Admin Spend Settings. Only one mapping type may be active.

1. Purpose of this article

Before suppliers or cost types are mapped to categories, the applicable category mapping type must be configured. There are two types available. This article describes the difference and how to activate the desired type.

2. The two types of category mapping

2.1 Supplier-category mapping

With this mapping, suppliers are mapped to a single category. All spend with a supplier then automatically belongs to that one category.

Choose this mapping when:

• the supplied spend data does not contain cost types, or
• all spend with a supplier always belongs to the same category.

2.2 Cost type-category mapping

With this mapping, cost types are mapped to categories instead of suppliers. This makes it possible to assign spend from one supplier to multiple categories - provided a cost type is specified for each invoice line.

This type is preferred when suppliers provide multiple types of products or services that are posted to different cost types. It is also easier to manage: the number of cost types is generally smaller and changes less frequently than the number of suppliers.

3. Configuring the mapping type

3.1 Navigation

Go to:
Admin > Spend Settings

3.2 Steps

1. Tick the desired mapping type. Make sure that only one type is ticked.
2. Select a Default category.
   Suppliers without a mapping are automatically mapped to this category when they are transferred to the Vendors module. The list consists of the categories created in the previous step.
3. Save the settings.

4. Next step

After activating the mapping type, the actual mappings can be configured. Go to the next article: Spend Analytics - Configuring Category Mappings

5. Summary

• There are two types: supplier-category mapping and cost type-category mapping.
• Cost type-category mapping is preferred when suppliers provide multiple types of services or products.
• The type is configured via Admin > Spend Settings.
• Only one mapping type may be active at a time.
• Also configure a default category for suppliers without a mapping.

This guide provides general information for ISPnext customers. The exact set-up, permissions and configuration may vary by environment. Involve an implementation consultant where necessary.