Spend Analytics - Setting up category mappings – ISPnext Helpcenter

1. Purpose of this article

After activating the mapping type, the actual mappings are set up. This article describes the steps for both types: the supplier-category mapping and the cost type-category mapping.

2. Supplier-category mapping

With this mapping, all spend from a supplier automatically falls under the linked category.

2.1 Navigation

Go to:
Admin > Spend settings > Data Aggregation > Connect categories

Under the heading Connect suppliers, two tables are visible: Suppliers and Categories.

2.2 Steps

Select a category in the Categories table on the left-hand side of the page.
Select the supplier(s) to be linked to the selected category in the Suppliers table on the right-hand side of the page.
Click Add.
Repeat this for all suppliers.
After creating all mappings, click Process. The data will be processed the following night.

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Tip:
It is possible to create multiple mappings at the same time. Select multiple categories and multiple suppliers — all selected suppliers will then be linked to all selected categories.

3. Cost type-category mapping

With this mapping, cost types are linked to categories instead of suppliers. This makes it possible to assign expenditure from one supplier to multiple categories, depending on the cost type.

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Please note:
Make sure that the cost type structure is fully set up before creating mappings. All invoice lines must be linked to a cost type.

3.1 Navigation

Go to:
Admin > Spend settings > Data Aggregation > Connect cost types

Under the heading Connect cost types, two tables are visible: Category and Cost type.

3.2 Steps

Select a category in the Category table on the left-hand side of the page.
Select the cost type or cost types to be linked to the selected category in the Cost type table on the right-hand side of the page.
Click Add. The mappings created are visible in the overview at the bottom of the page.
Repeat this for all cost types.
After creating all mappings, click Process. The data will be processed the following night.

3.3 Setting exceptions per supplier

It is possible to set an exception for a specific supplier. For example, the cost type Software may be linked to the IT category, but an exception can be created for one supplier so that its spend is assigned to the Consultancy category.

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Requirement:
Also select the checkbox in the settings for the mapping via supplier/cost type/category; otherwise, the exceptions will not work.

Go to:
Admin > Spend settings > Data Aggregation > Connect supplier / cost type / category

Three tables are visible: Cost type, Supplier and Category.

Select one value from each column: the cost type, the supplier and the alternative category.
Click Add. The exceptions created are visible in the overview at the bottom of the page.
After creating all exceptions, click Process via Admin > Spend settings > Data Aggregation > Connect categories. The data will be processed the following night.

4. Summary

Supplier-category mapping: via Admin > Spend settings > Data Aggregation > Connect categories. All spend from a supplier falls under one category.
Cost type-category mapping: via Admin > Spend settings > Data Aggregation > Connect cost types. Spend is assigned to a category per cost type.
With Cost type-category mapping , exceptions per supplier are possible via Connect supplier / cost type / category.
After creating all connections, always click Process — the data will be processed the following night.

This guide provides general information for ISPnext customers. The exact setup, permissions and configuration may vary between environments. Involve an implementation consultant where necessary.