Overview
This reference reproduces the Auditoria AP Universal Connector data mapping template, one section per workbook sheet. Each table lists the Auditoria field name, field type, and description for an AP business object. The Default Generic SOR Record Field Name column is completed during implementation, so it is left blank in the template.
Note: Standard fields are mandatory. Extended fields are optional and are defined during implementation.
Vendor
A vendor (supplier) is a company or person your organization buys goods or services from. The vendor record holds the master data used to identify and pay that supplier, such as name, identifiers, tax details, address, and contacts.
Table 1. Vendor
| Auditoria Vendor Record Field Name (As seen in Auditoria console) | Auditoria Field Type (STANDARD FIELDS ARE MANDATORY) | Description (what does the field represent) | Default Generic SOR Record Field Name |
|---|---|---|---|
| Vendor Name | Standard | Vendor's Business Name | |
| ID | Standard | The unique ID of the Vendor record in the SOR | |
| Category | Standard | Vendor's category from the SOR (Optional) | |
| Status (Active/Inactive) | Standard | Is the Vendor marked as active in SOR? Yes/No | |
| Tags | Standard | NOT MAPPED TO AN SOR FIELD | |
| Entity ID | Standard | This is the list of entities that the Vendor belongs to in the SOR | |
| Standard | Primary email for Vendor | ||
| Tax ID | Standard | Business tax ID | |
| Address | Standard | Mailing address of the Vendor | |
| Contacts | Standard | List of Contacts for Vendor - contacts we do business with. Need to be synced seperately if the email id is other than the registered email id. | |
| Business Name | Standard | Another name that the Vendor is doing business as and is in the ERP or W9 | |
| Tax ID Type (EIN/SSN) | Standard | EIN vs SSN | |
| Notes | Standard | NOT MAPPED TO AN SOR FIELD | |
| Extended Fields (Name/Value pairs) | Extended - THESE ARE OPTIONAL | TO BE DETERMINED DURING IMPLEMENTATION |
Bill
A bill (vendor invoice) is the document a vendor sends to request payment for goods or services. The bill record holds the invoice header data, including amounts, currency, dates, status, and payment terms.
Table 2. Bill
| Auditoria Vendor Bill Record Field Name (As seen in Auditoria console) | Auditoria Field Type (STANDARD FIELDS ARE MANDATORY) | Description (what does the field represent) | Default Generic SOR Record Field Name |
|---|---|---|---|
| Vendor Bill Internal ID | Standard | The unique ID of the Vendor bill record in the SOR | |
| Vendor Bill Ext ID | Standard | The Vendor's bill ID, as shown on the original bill received from the respective Vendor. | |
| Due Date | Standard | The due date of the Vendor bill | |
| Currency | Standard | Currency of the bill | |
| Base Total Amount | Standard | NOT MAPPED TO AN SOR FIELD. This is the Converted Total in the Book Currency. It's computed by Auditoria (see column D). | |
| Total Tax | Standard | This is the Total Tax amount | |
| Base Amount Remaining | Standard | NOT MAPPED TO AN SOR FIELD This is the Total Amount Less Amount Paid in book currency. This field is calculated by Auditoria. It's computed by Auditoria (see column D). | |
| Amount Paid | Standard | This is the amount paid in the Bill Currency | |
| Vendor Name | Standard | DO NOT MAP. DERIVED FROM BILL-VENDOR RELATIONSHIP. Vendor's name for the bill | |
| Contract | Standard | This is an optional field that can be written to Workday if needed < TO BE ADDED> | |
| Status (Draft/Open/Partially Paid/Paid/Cancelled) | Standard | Invoice status in the ERP. ERP statuses should be mapped to the Auditoria statuses (see column A). | |
| Age | Standard | NOT MAPPED TO AN SOR FIELD This is the age of the bill calculated by Auditoira. | |
| Exchange Rate | Standard | FX rate to convert from bill currency to book currency | |
| Total Discount Applied | Standard | This is the amount of any Discount Applied. | |
| Invoice Received Date | Standard | The Date the email with the vendor bill was received. | |
| Payment Terms | Standard | These are the payment terms for a bill. | |
| Amount Remaining | Standard | This is the Foreign Total less the Foreign Amount Paid in the bill currency. | |
| Entity ID | Standard | This is the entity for the bill. This field is usually called "Company" in Workday. | |
| Date | Standard | The date of the Vendor bill | |
| Base Currency | Standard | This is the Book Currency for the entity of the bill. | |
| Bill To Address | Standard | NOT MAPPED TO AN SOR FIELD This field is extracted from the bill and used to assign entity and/or vendor when needed. | |
| Net Amount | Standard | This is the amount of the bill net of taxes | |
| Base Amount Paid | Standard | NOT MAPPED TO AN SOR FIELD This is the Foreign Amount Paid converted to Book Currency using Exchange Rate. It's computed by Auditoria (see column D). | |
| Total Amount | Standard | Bill total from the invoice in Bill Currency | |
| Tags | Standard | NOT MAPPED TO AN SOR FIELD | |
| Notes | Standard | NOT MAPPED TO AN SOR FIELD | |
| Extended Fields (Name/Value pairs) | Extended - THESE ARE OPTIONAL | TO BE DETERMINED DURING IMPLEMENTATION |
Bill line items
Bill line items are the individual lines on a vendor bill. Each line records what was billed, such as the amount, quantity, account, tax code, and any matched purchase order or contract line.
Table 3. Bill line items
| Auditoria Vendor Bill Line Items Field Name (As seen in Auditoria console) | Auditoria Field Type (STANDARD FIELDS ARE MANDATORY) | Description (what does the field represent) | Default Generic SOR Record Field Name |
|---|---|---|---|
| Price | Standard | This is the line price on the bill. When a PO is matched, the PO line price will take precedent over the bill line price. (if applicable) | |
| Service Period Start | Standard | This is the service period start for an invoice. (if applicable) | |
| Service Period End | Standard | This is the service period end for an invoice. (if applicable) | |
| Item ID | Standard | NOT MAPPED TO AN SOR FIELD This is a NetSuite only field. | |
| GL Account | Standard | NOT MAPPED TO AN SOR FIELD This field is not relevant for Workday. | |
| Tax Code | Optional | The tax code list. Standard field in Workday is called tax code. Line level selection. | |
| Spend Category | Standard | ||
| Cost Center | Standard | ||
| Prepaid | Standard | This is an optional field that can be written to Workday if needed as a Yes or a No. Auditoria will calculate the prepaid as follows. If an invoice has a service period with and end date that is in the future, then the invoice should be classified as a prepaid. | |
| Amount | Standard | Amount for the line | |
| Quantity | Standard | Quantity for the line (if applicable) | |
| Description | Standard | Description of the line | |
| PO Line Number | Optional | Purchase Order line number (if applicable) | |
| PO Number | Optional | Purchase Order for the invoice line (if applicable) | |
| Contract Number | Optional | Contract Number (if applicable) | |
| Contract Line Number | Optional | Contract Line Number (if applicable) | |
| Line Entity | Optional | Line entity if applicable | |
| Line Type | Standard | NOT MAPPED TO AN SOR FIELD Goods or Services | |
| Extended Fields (Name/Value pairs) | Extended - THESE ARE OPTIONAL | TO BE DETERMINED DURING IMPLEMENTATION |
Payment
A payment is the disbursement your organization makes to settle one or more vendor bills. The payment record holds the payment header data, such as amounts, currency, bank account, dates, and processing status.
Table 4. Payment
| Auditoria Payment Record Field Name (As seen in Auditoria console) | Auditoria Field Type (STANDARD FIELDS ARE MANDATORY) | Description (what does the field represent) | Default Generic SOR Record Field Name |
|---|---|---|---|
| Vendor ID | Standard | ||
| Currency | Standard | Base Currency | |
| Unapplied Amount | Standard | DO NOT MAP Calculated by AAI | |
| Base Applied Amount | Standard | DO NOT MAP Calculcated by AAI Invoices paid in payment currency | |
| Company | Standard | Can also be mapped to Entity | |
| Bank Account | Standard | ||
| Discount Taken | Standard | ||
| Status (In Progress/Complete/Cancelled/Awaiting Settlement) | Standard | Payment processing state, wherein In Progress is applied when payment is not specifically awaiting settlement, complete, or canceled. | |
| Total Amount | Standard | DO NOT MAP Calculcated by AAI Payment Amount in Base Currency | |
| Foreign Currency | Standard | Payment currency | |
| Foreign Unapplied Amount | Standard | DO NOT MAP Calculated by AAI | |
| Payment Type | Standard | ||
| Settlement Date | Standard | ||
| Payment Date | Standard | ||
| Applied Amount | Standard | Invoices paid in payment currency | |
| Foreign Applied Amount | |||
| Foreign Total Amount | Standard | Payment Amount in payment currency | |
| Payment Category | Standard | ||
| Settlement Run ID | Standard | ||
| Transaction Reference | Standard | ||
| Notes | Standard | NOT MAPPED TO AN SOR FIELD | |
| Exchange Rate | Standard | Exchange Rate from the Vendor Bills | |
| Extended Fields (Name/Value pairs) | Extended - THESE ARE OPTIONAL | TO BE DETERMINED DURING IMPLEMENTATION |
Payment line items
Payment line items list the bills settled by a payment, with one line for each bill paid. Each line links the payment to a specific vendor bill and the amount applied to it.
Table 5. Payment line items
| Auditoria Payment Line Items Field Name (As seen in Auditoria console) | Auditoria Field Type (STANDARD FIELDS ARE MANDATORY) | Description (what does the field represent) | Default Generic SOR Record Field Name |
|---|---|---|---|
| Vendor Bill Internal Id | Standard | The line items represent the bills paid with the payment, one line for each bill paid | |
| Vendor Bill External Id | Standard | ||
| Amount Paid | Standard | Amount Paid | |
| Invoice Date | Standard | ||
| Due Date | Standard | Due date of the bill | |
| Amount | Standard | Total Amount of the BIll | |
| Extended Fields (Name/Value pairs) | Extended - THESE ARE OPTIONAL | TO BE DETERMINED DURING IMPLEMENTATION |
Purchase order
A purchase order (PO) is the document your organization issues to a vendor to authorize a purchase before goods or services are delivered. The purchase order record holds the PO header data, such as vendor, buyer, requester, currency, status, and total amount.
Table 6. Purchase order
| Auditoria Purchase Order Record Field Name (As seen in Auditoria console) | Auditoria Field Type (STANDARD FIELDS ARE MANDATORY) | Description (what does the field represent) | Default Generic SOR Record Field Name |
|---|---|---|---|
| Vendor ID | Standard | ||
| Last Modified Date | Standard | ||
| Buyer | Standard | ||
| Status (Draft/Open/Closed/Canceled) | Standard | ||
| Entity | Standard | ||
| Requisition Number | Standard | ||
| Requester | Standard | ||
| Currency | Standard | ||
| Date | Standard | ||
| Purchase Order Number | Standard | ||
| Total Amount | Standard | ||
| Extended Fields (Name/Value pairs) | Extended - THESE ARE OPTIONAL | TO BE DETERMINED DURING IMPLEMENTATION |
Purchase order line items
Purchase order line items are the individual lines on a purchase order. Each line records what was ordered, such as the amount, quantity, type (goods or services), account, and status, and supports matching against bill lines.
Table 7. Purchase order line items
| Auditoria Purchase Order Record Field Name (As seen in Auditoria console) | Auditoria Field Type (STANDARD FIELDS ARE MANDATORY) | Description (what does the field represent) | Default Generic SOR Record Field Name |
|---|---|---|---|
| Line Number | Standard | ||
| Account | Standard | NOT MAPPED TO AN SOR FIELD | |
| Service Period Start | Standard | Only applicable for Services type | |
| Service Period End | Standard | Only applicable for Services type | |
| Type (Goods/Services) | Standard | ||
| Spend Category | Standard | ||
| Cost Center | Standard | ||
| Line Status (DRAFT/ OPEN/ CLOSED/ CANCELED) | Standard | ||
| Item ID | Standard | NOT MAPPED TO AN SOR FIELD This is a NetSuite only field. | |
| PO Line Description | Standard | ||
| Rate | Standard | Only applicable for Goods Type | |
| PO Line Amount | Standard | ||
| Matched Quantity | Standard | ||
| Quantity | Standard | Only applicable for Goods Type | |
| Matched Amount | Standard | Only applicable for Services type | |
| Extended Fields (Name/Value pairs) | Extended - THESE ARE OPTIONAL | TO BE DETERMINED DURING IMPLEMENTATION |
Status mapping
Status mapping defines how the statuses in your system of record (SOR) translate to the statuses Auditoria supports. These tables cover bill, purchase order, and payment statuses.
Bill (Vendor Invoice)
Table 8. Bill (Vendor Invoice) status mapping
| Auditoria Supported Status | Default Generic SoR Record Invoice Status | Default SoR Record Payment Status | Mapping for Invoice Status | Mapping for Invoice Payment Status |
|---|---|---|---|---|
| Draft | ||||
| Open | ||||
| Partially Paid | ||||
| Paid | ||||
| Canceled |
Purchase Order
Table 9. Purchase Order status mapping
| Auditoria Supported Status | Default Generic SoR Record Purchase Order Status | Mapping for Purchase Order Status |
|---|---|---|
| Canceled | ||
| Open | ||
| Draft | ||
| Closed |
Payment
Table 10. Payment status mapping
| Auditoria Supported Status | Default Generic SoR Record Payment Status | Mapping for Payment Status |
|---|---|---|
| Canceled | ||
| Open | ||
| Draft | ||
| Closed |
Version history
The version history records each revision of this template, including the version number, date, editor, and a summary of changes.
Table 11. Version history
| Version | Date | Editor | Description |
|---|---|---|---|
| v1 | 2025-03-18 | Aaron Clifton | Initial template for AP business object data mapping, based on Workday equivalent |
| v2 | 2025-10-15 | Abhishek Wunnava | Added Foreign Applied Amount in Payment, Changed Foreign Amount to Foreignt Total Amount. Edited the description of Contacts field in Vendors sheet |
For the complete template, including the Default Generic SOR Record Field Name column filled in for your implementation, download the Auditoria AP Universal Connector data mapping template.