Review the Field Mappings

Written by Uday Kumar Updated

Who this is for. SmartCustomer users with the SuperAdmin role.

Availability. The AR Mapping tab appears in SmartCustomer when AR Mapping is enabled for your organization.

Overview

Field mapping is the fifth step of the mapping editor. The editor shows it as Step 5 of 6 · Field mapping.

When you confirm the table boundaries, the mapping makes a first pass. It proposes a source for the fields it can match, and leaves the others Not mapped. It also detects rules from the customer's Excel formulas. On this step, you review those proposals and fix anything that is wrong or missing.

The step has three tabs. Header fields take one value per document, read from the block above the table. Line item fields take a column. Rules holds the calculations that fields can use. This article covers the fields. For the rules, see Add and manage rules. For a reference list of every source, see Field sources and rules.

When this step is done, go to Test and activate an AR remittance mapping.

Review the proposed mappings

The proposed mappings appear after this step opens, when the first pass finishes. While it runs, the Rules tab reads Rules … and the tabs show no mapped fields. Next then shows Map at least one field to continue. When the proposals appear, review every field, because they can differ from one run to the next.

  1. On Header fields, review each field. The bar under a mapped field names its source, for example Metadata key · Payment Date.
  2. To change a field, select it, and follow the steps for the source you want.
  3. On Line item fields, review each field in the same way.
  4. To see what is left, select Unmapped. All, Mapped, and Unmapped each show a count. The counts change as soon as you map a field.
  5. Select Rules to see the rules detected from the customer's Excel formulas.
  6. When the fields look right, select Next to go to Test and validate.

A field's panel lists its sources under SOURCE, and LIVE PREVIEW shows what it reads from the sample. The Header fields and Line item fields tabs count the mapped fields, for example Header fields 2/9. The Rules tab shows how many rules are on. Switching tabs closes the field you had open.

The reason beside Activate tells you what is left, for example Run Test and validate before activating. For every message, see AR remittance mapping messages.

Field mapping after the first pass, with Header fields 2 of 9, Payment Date and Total Amount mapped, and the Header data panel for the primary sample

Figure 1. Field mapping after the first pass

Example: correcting the first pass

On the Northwind Traders samples, the first pass mapped two of the nine header fields. It read Payment Date from the key above the table, shown as Metadata key · Payment Date. It bound Total Amount to the rule Sum of Invoice Amount (document).

On the 15 September sample, that rule gives 7,046.25, the sum of the invoice amounts before discounts. The customer paid 6,937.25, the file's Total Paid. To read the amount paid, bind Total Amount to the rule Sum of Amount Paid (document) instead. The test result then shows 6937.25. For the steps, see Bind a rule to a field in Add and manage rules.

The email field Payment Number stayed Not mapped. See Read a value from the email on this page.

Check a field on another sample

Field mapping shows the primary sample first. A field can work on one sample and fail on another. The reason beside Activate then names the sample, for example Northwind_Remittance_20261006_long.xlsx has 2 field errors — open it and fix them before activating.

  1. Find the field that fails for that file. Its error lines in the test result name it, for example Total Amount: no numeric values to aggregate. See Fix a Flagged file in Test and activate an AR remittance mapping.
  2. Find Sample in the source panel: Header data on Header fields, or Source tables on Line item fields. Select the file's name. The panel then shows that file, such as its area above the table or its tables.
  3. Open the field. Its panel and LIVE PREVIEW now show the values from that file.
  4. If the field is wrong for that file, change its source so that it works for every sample. Or remove the sample on Customer and samples.

Switching samples works the same way for any file. For example, the 22 September Northwind Traders file shows cheque number CHQ-104618 above the table. Total Amount's preview then reads 11300.64 for that file. On Line item fields, the panel reads Table 1 · 8 rows. Invoice Number's preview then reads INV-10011 to INV-10016 and +2 more. Both panels also have a collapse icon, Collapse the source panel.

Change a header field's source

A header field takes one value per document. Its panel reads header field · one per document. Metadata key and Sheet cell read the area above the table, and Constant gives every file the same value. Currency fields also offer Detect currency.

Read a key and value above the table

  1. On Header fields, select the field.
  2. Select Metadata key. The panel reads Key:value pairs detected above the table — click one to use it. It lists the pairs it found, for example Payment Date: 2026-09-15 00:00:00.
  3. Select the pair. The bar then names the key, for example Metadata key · Payment Date.

If the area above the table has no pairs, the panel reads None found above the table. Try Sheet cell or Constant.

Read one cell above the table

Use this source when Metadata key does not list the value, or to read one particular cell.

  1. On Header fields, select the field, for example Transaction Reference.
  2. Select Sheet cell. The panel reads Click a cell in the area above the table. and shows a grid of that area.
  3. Select the cell that holds the value. On the Northwind Traders sample, that is the cheque number CHQ-104522.

The bar then shows the cell's value, for example Sheet cell · CHQ-104522. The panel names the cell, for example Using B5 — “CHQ-104522”. Click another cell to change it.

Give every file the same value

Use a constant when every remittance from this customer has the same value, such as one currency.

  1. On Header fields, select the field, for example Payment Currency.
  2. Select Constant. The field is mapped straight away, and the bar reads Constant · “”.
  3. In Constant value, type the value, for example USD.

The bar then reads Constant · “USD”, and the LIVE PREVIEW shows USD.

Read the currency from each file

  1. On Header fields, select the currency field.
  2. Select Detect currency. The panel explains that it scans every file for a currency code or symbol.
  3. Check the bar and the LIVE PREVIEW. When the sample states a currency, the bar reads Currency · detected from the file. The preview shows the currency, for example USD.

When the sample states no currency code or symbol, the field shows Error and No currency code/symbol found in this file. Activate then shows Resolve 1 field error before activating. To fix it, choose another source such as Constant, or select Clear. The Northwind Traders samples state no currency, so they use Constant with USD.

The first pass can also choose Detect currency, when a sample states a currency. A sample that states none then fails the test with the same message. The reason beside Activate then reads, for example, 2 sample files have field errors — open each and fix them before activating. To fix them, check the field on each sample. See Check a field on another sample on this page.

Change a line item field's source

A line item field takes a value for each row of the table. Its panel reads line item field · per row. The sources are Field → Field, Composite, and Rule.

Read one column

  1. On Line item fields, select the field.
  2. Select Field → Field. The panel reads Click a column chip, or a column header in the source table.
  3. Select the column's chip, or select its header in the source table on the right.

The bar then names the column, for example Sheet column · Invoice Number.

Join columns into one value

Composite joins two or more columns. It is not offered for number fields.

  1. On Line item fields, select the field, for example Reference Number.
  2. Select Composite. The panel reads Click to add or remove — the order you click is the order they join in.
  3. Select the columns in the order you want them joined, for example Invoice Number, then Status. Each chip shows its place, such as 1. and 2. To remove a column, select it again.
  4. Choose a separator under Join separator: space, comma, or dash. Choose none to join the values with nothing between them.

The bar then reads Joined · Invoice Number + Status. With a space, the LIVE PREVIEW shows values such as INV-10001 PAID and INV-10004 SHORT PAY.

Read a column from another sheet

When a sample workbook has more than one sheet, a line item field's panel also offers From sheet. On Confirm, a banner names each sheet's role, such as Remittance · data and Credit Notes · lookup.

  1. On Line item fields, select the field.
  2. Under From sheet, choose the sheet, for example Credit Notes. The current sheet is marked, as in Remittance (this sheet). The column chips then list that sheet's columns, but the preview still shows the first sheet's values.
  3. Select the column's chip, for example Invoice Number. The LIVE PREVIEW then shows that sheet's values.
  4. Run Test and validate, and check the field on each line.

The other sheet's rows are read in order, one for each line of the data sheet. They are not matched to the lines by any value. In the example, the preview read INV-10102 and INV-10104, then a dash for the last three lines. The test showed INV-10102 on the first line, beside the amounts of invoice INV-10101. It still reported No field errors.

Caution: After you save the mapping and open it again, From sheet is not offered. The other fields can then read the other sheet too, and show errors such as Column "Invoice Date" not found in this table. Check every field, and test again, after you reopen such a mapping.

Read a value from the email

A header field set to Email on Master fields reads the samples you added in Add email samples. Its panel reads header field · from the email, and its sources are Email extraction and Rule.

Choose a value found in the email samples

  1. On Header fields, select the email field, for example Payment Number.
  2. Under Email extraction, read the values listed. The panel reads Found in the email samples — click one to use it. On the Northwind Traders sample, it lists Payment reference EFT: 0048213, among others.
  3. Select the value you need.

The bar then shows where the value sits, for example Email body · after “Payment reference: EFT”. The Email samples panel beside the field highlights the value in each sample email.

Add a value the list missed

  1. In the email field's panel, select + Add. Add from the email opens, with the email's SUBJECT and BODY. It reads Nothing highlighted yet.
  2. Highlight the value in the subject or the body, for example 0048213 after Payment reference: EFT. The dialog then reads, for example, Selected in the body: 0048213.
  3. Select Add. To close without adding, select Cancel.

The bar then reads Email body · after “Payment reference: EFT”. The panel notes From your highlight — the value after “Payment reference: EFT” in the body. The text before the value tells the mapping where to find it in future emails.

Switching a field's Source on Master fields, either way, sets the field to Not mapped here. It also clears the last test result. Map the field again.

Remove a field's mapping

  1. Select the field.
  2. In its panel, select Clear.

The field reads Not mapped again. Clear appears only on a mapped field.

Fill the remaining fields automatically

Auto-map fills the fields you have not mapped yourself. It also replaces any mapping that is currently erroring, and keeps your mappings that work.

  1. Select Auto-map. A panel reads Auto-mapping your fields. It lists Keeping the mappings you have already made and Replacing any mapping that is currently erroring.
  2. When the panel closes, review the field list. No message confirms the result, so compare the counts on the tabs.

An erroring field can stay in error. For example, a currency field stays in error when the file has no currency code or symbol. In the Northwind Traders example, Auto-map mapped one more line item field. It did not map the email field.

Rules on this step

The Rules tab holds the calculations and value fixes that fields can use, such as a statement total. A field uses a rule through its Rule source. Rules have their own article, Add and manage rules. It covers each task on the Rules tab.

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