Creating a Flex Mapper

You can create a flex mapper to transfer accounting data from PaymentNet to your organization’s accounting system. For example, you might need to move transaction records from PaymentNet into your organization’s ERP system. You can set mapper criteria to pick transaction records for the current period within the billing cycle. Once you run and download the mapper, you can verify that the mapper data is correct. There is no limit to the number of flex mappers you can create. Best practices for setting up mapper criteria are available in Query Best Practices.

A flex mapper also gives you the option to lock transactions in PaymentNet. When a transaction is locked, you cannot edit any information tied to the transaction and the flex mapper does not extract the transaction data again.

When you configure a mapper file, you have the option to select the Mark Transactions as Exported check box. When you select this check box and run the mapper, all the transactions included in the mapper file are placed in an interim state and cannot be edited.

The Mark Transactions as Exported check box is one of multiple criteria that influence the status of the transactions included in a mapper. For example, if you select both the Mark Transactions as Exported check box and the Automatically mark mapper as successful check box, then the transactions included in the mapper are automatically marked as Exported and cannot be edited.

Alternatively, if you do not select the Automatically mark mapper as successful check box, or if you run a mapper manually, then you can change the mapper status to Successful or Unsuccessful. This way, you can validate the transaction data before you load it into your organization’s accounting system. For more information, see Changing the Status of a Mapper.

Note: To reverse the export status on an entire mapper that was generated in the past 365 days, please contact J.P. Morgan Client Application Support.

For a description of possible mapper configuration criteria and transaction editing options, see Mapper Criteria and Transaction Editing Options.

To create a flex mapper:

Select Administration > Mappers.
Click Add New Mapper.
Select Mapper from the Mapper Type list.
Complete the fields that display. For a list of these fields, see Flex Mapper General Information Fields.
Click Continue.
To specify the mapper criteria, click the Add button in the Criteria section and complete the added fields.

Field

Select the name of the field you want to use for the query.

Operation

Select the operation that you want to use to measure the field value.

Value

Specify the field value.

To add more criteria, click Add again and complete the added fields. Repeat this step as often as necessary to specify all the criteria for your search.

To delete criteria, click the corresponding Delete button.

Note: As a best practice, transaction Post Date criteria should be included in all flex mapper queries; otherwise, the mapper output will return only the last 30 days of transactions based on the Post Date. Including Date Criteria ensures that the output includes the desired subset of transaction information.
To limit your query within the hierarchy, click the Add button in the Hierarchy section and complete the added fields.

Hierarchy ID

Enter the hierarchy ID by which you want to search, or click the link and select a node from the hierarchy tree.

Include Children

If you want to include hierarchy children, select this check box. When you select this check box, all child nodes under the selected hierarchy ID are included in the mapper.

To include additional hierarchy IDs in your query, click Add again and complete the added fields. Repeat this step as often as necessary to specify all the hierarchy nodes for your search.

To remove a hierarchy ID from the query, click the corresponding Delete button.
If you want to sort the query results, click the Add button in the Order By section and complete the added fields.

Field

Select the field by which you want the query results to be sorted.

Order Sequence

Select the sort order, either Ascending or Descending.

To sort by additional fields, click Add again and complete the added fields. Repeat this step as often as necessary to specify all the fields for the sort.

To remove a field from the sort order, click the corresponding Delete button.
Click Continue.
Complete the output fields that display. For a list of the fields at the top of this screen, see Mapper Output Fields.
To add columns to the mapper output, select them from the Available Columns list and click Add to move them to the Selected Columns list. To select multiple columns, press and hold the CTRL key as you click each column name. To select all the available columns, click Add All.

To remove columns from the mapper, select them from the Selected Columns list and click Remove to move them back to the Available Columns list. To remove all the selected columns, click Remove All.

For a list of columns and the field length for each, see Available Columns and Field Lengths.
Click Save.

Flex Mapper General Information Fields
Field	Description
Name	Enter a unique name for the flex mapper.
Hierarchy ID	To determine who can access the Mapper List screen and view or edit a mapper, enter a hierarchy ID or click the link and select a node from the hierarchy tree. Any program administrator with scope of view over the selected hierarchy will be able to view and run a mapper.
Transaction Types to Include	Select Transactions Only if you want to include transaction records in the mapper file (this option is the default). Select Transactions and Payments if you want to include transaction and payment records in the mapper file. Once you run the mapper file, the included transactions are locked from further editing and their status is set to Exported.
Mark Transactions as Exported	Select this option if you want the status of the transactions included in the mapper file to be marked as Exported. Transactions with a status of Exported cannot be edited or included in other mapper files. For more information about this option, see Mapper Criteria and Transaction Editing Options.
Compress Output	Select this option if you want to compress the flex mapper output file. By default, all mappers are compressed.
Mask sensitive data?	Select this check box to mask the following information in the mapper output file: Account Number (except the last six digits) Central Bill Account Number (except the last six digits) Single-Use Account Number (except the last six digits) Billed To Account Number (except the last six digits) Diversion Account Number (except the last six digits) Employee ID (in its entirety) Merchant Taxpayer ID (except the last four digits) Note: The options to mask Employee IDs and Merchant Taxpayer IDs must also be enabled at the organization level.
Additional Email Notification	Enter a valid email address to which an email notification will be sent when the flex mapper file is ready.
Schedule to run automatically?	If you want the selected flex mapper to run on a recurring basis, select this check box and use the Frequency and Day lists to specify a schedule for the mapper. Note: Mappers scheduled to run automatically are based on how your organization implemented this option. Mappers are processed to start after 7 p.m. ET or to complete by 8 a.m. ET.
Frequency	Specify the frequency with which you want to run the flex mapper. You can select from these options: Weekly If you select this option, you must also select a day from the Day list to indicate the weekday on which you want the mapper to run. Cycle If you select this option, you must also indicate when you want the mapper to run during the specified cycle. Select a cycle from the Cycle list, then select First day of current period or Last day of current period. Daily If you select this option, you must also indicate whether or not you want the mapper to run on the weekends. Select either Every Day or Every Week Day from the Day list. Monthly If you select this option, you must also indicate the day of the month on which you want the mapper to run. Select a numeric value (1-28) from the Day list, or select Last Day of Month.
Automatically mark mapper as successful	If both the Mark Transactions as Exported and Schedule to run automatically options are selected, the Automatically mark mapper as successful check box displays. Select this check box if you want the status of the mapper to be marked as Successful after it runs. When a mapper is marked as Successful, the transactions included in the mapper file are locked from further editing. As necessary, you can run the mapper file again and include different, unlocked transactions.

Mapper Output Fields
Field	Description
Include Header Fields	Select this check box to include generic header fields in the mapper file. Header fields include Date of Generation (DDMMYYYY), Time of Generation (HH.MM.SS), Organization ID, and Export Name.
File Type	Select the mapper file type delimiter.
Unicode/ASCII	Select the mapper file type: Unicode or ASCII.
Include Footer Fields	Select this check box to include generic footer fields in the mapper file. Footer fields include Debit Count, Debit Total, Credit Count, Credit Total, and Total Record Count.
Include line item as individual transaction	Select this check box to include a line item as an individual transaction.

Available Columns and Field Lengths
Available Column Name	Field Length	Description
Account Number	16	The number identifying the account, as it appears on the front of the credit card.
Account Pool Description	50	The description defined by the client for a payment group (formerly known as an account pool).
Account Pool ID	50	The code used to identify a payment group (formerly known as an account pool).
Accounting Code Values	100	This field details where a transaction has been allocated within a chart of accounts; segments are separated by a backslash (\) delimiter.
Approval Status	50	An indicator showing whether or not a transaction has made it through the review/approval process.
Authorization Number	20	The number assigned to a transaction, which is used to track the transaction through the authorization process. After a transaction is authorized, it is posted.
Begin Date	22	The date on which a payable becomes active and the vendor can begin processing transactions against it.
Billed to Account	19	The account number of the account to which the transaction was billed. If the transaction is billed to the same account used to make it, this field will be blank.
Card Delivery Site	13	Information about the address to which a replacement card will be sent.
Cardholder First Name	50	The first name of the account holder, as entered on the My Profile screen.
Cardholder Last Name	50	The last name of the account holder, as entered on the My Profile screen.
Cardholder State/Province	22	The state or province listed for the address of the account holder.
Chart Of Accounts	100	The name of the chart of accounts associated with the transaction.
Convenience Check Number	24	The check number of a convenience check transaction. If the transaction type is not “Convenience Check,” this field will be blank.
Customer Code	25	A code entered at the point of sale by the cardholder, which is used to allocate transactions and assign custom fields.
Destination State/Province	16	The state or province where the purchase will be used. This field is used with the Tax Management module.
Destination Zip/Postal Code	15	The ZIP code or postal code where the purchase will be used. This field is used with the Tax Management module.
Dispute Status	25	The current status of disputed transactions.
Diverted To	16	The account number of the account to which a transaction was diverted. The diversion account is responsible for payment.
Employee Hierarchy ID	100	The location within the PaymentNet hierarchy structure where the employee ID is located.
Employee ID	20	The identification number for an employee.
End Date	22	The date on which a payable becomes inactive and the vendor can no longer process transactions against it.
Entry Date	22	The date on which a payable was created in PaymentNet.
Estimated Freight	23	The estimated amount paid for freight, applicable to payables that use line items.
Estimated Tax %	20	The estimated percentage rate that was paid for taxes, applicable to payables that use line items.
Export Status Name	18	An identifier for transactions that have already been exported from PaymentNet.
Hierarchy ID	100	The hierarchy node where the cardholder is located.
MCC	4	The Merchant Category Code.
MCC Description	100	The text description of the Merchant Category Code associated with the merchant. It may be a general category or a specific franchise, depending on the code.
Merchant City	100	The city where the merchant involved in the transaction is located.
Merchant Country	16	The country where the merchant involved in the transaction is located.
Merchant DBA Name	100	The name commonly used by the merchant in nonofficial venues; DBA stands for “Doing Business As.”
Merchant ID	18	The code used to track an individual merchant in PaymentNet.
Merchant Name	100	The name of the merchant who made the sale in the transaction.
Merchant State/Province	23	The state or province where the merchant involved in the transaction is located.
Merchant Tax Payer ID	21	The ID number used by the government to track the merchant involved in the transaction.
Merchant Zip/Postal Code	19	The ZIP code or postal code where the merchant involved in the transaction is located.
Middle Initial	22	The middle initial of the account holder, as entered on the My Profile screen.
Minority Code	20	An indicator showing whether or not the merchant is registered as a minority-owned business.
Next Approver Last Name	25	The last name of the next approver in the transaction approval process.
Notes	100	User-entered notes about the transaction.
Order Completion Status	7	A descriptor that indicates the status of the associated payable (Created, Open, or Closed).
Order ID	18	The identification number used to track a payable through PaymentNet.
Order Merchant Name	50	The name of the vendor at which a payable was fulfilled.
Order Status	25	A descriptor that indicates the status of the associated order (for example, Active, Automatically Reconciled, Deactivated, Manually Reconciled, Not Reconciled).
Original Amount	18	The transaction amount before taxes, fees, and other miscellaneous expenses are added.
Original Currency	17	A code identifying the currency in which the transaction was initially made (for example, USD for US Dollars).
Original Merchant Name	100	The original name of the merchant where the transaction took place, as it was passed from the processor to J.P. Morgan.
Origination State/Province	16	The state or province where the purchase was made. This field is used with the Tax Management module.
Origination Zip/Postal Code	15	The ZIP code or postal code where the purchase was made. This field is used with the Tax Management module.
Over Tolerance %	16	The percentage by which the sum of the included transactions can exceed the Payable Total (Total Order Amount) and still be authorized.
Parent Merchant Name	100	The name of the parent company for the merchant at which the transaction took place, if available.
Post Date	22	The date on which the transaction was posted to the account.
Receipt Amount		The dollar amount of the transaction as shown on the receipt.
Receipt Currency		The currency in which the purchase was made.
Receipt Date		The date when the receipt was issued.
Receipt Description		A description of the purchase to which the receipt applies.
Receipt File Type		The file format in which the receipt image was provided.
Receipt Name		The name of the receipt. The coversheet ID is always appended to the receipt name of a faxed receipt.
Receipt Upload Date		The date when the receipt was uploaded to PaymentNet or sent by fax.
Reference Number	23	The reference number used to record information about this transaction at the association (VISA/Mastercard) level.
Requestor Name	102	The name of the user who created the payable.
Sales Tax	18	The actual amount of sales tax applied to the transaction.
Settlement Currency	19	A code identifying the currency in which the transaction was settled.
Settlement Method	100	The method used to settle the transaction.
Tax Amount on Receipt	30	The exact tax amount charged, as displayed on the receipt. This field is used with the Tax Management module.
Tax Included	7	A code that indicates whether or not tax was charged as part of the transaction. This field is used with the Tax Management module.
Tax Payer ID	20	The ID number used by the government to track the merchant involved in the transaction. This field is used with the Tax Management module.
Total Order Amount	18	The percentage of the Payable Total (Total Order Amount) that the sum of the included transactions must reach in order for the payable to be considered fulfilled.
Transaction Amount	18	The amount, in USD, of the transaction.
Transaction Date	22	The date on which the transaction took place.
Transaction ID	18	The reference number used in PaymentNet to track transactions.
Transaction Line Amount	23	The amount, in USD, of the transaction line item. This amount is entered by the user when a transaction is split, and the sum of all line item amounts in a transaction will show the amount listed in the Transaction Amount field.
Transaction Line Description	100	A description of a transaction line item, or “split,” entered by the user when a split transaction is created.
Transaction Line Taxable	24	An indicator showing whether or not an individual line item within a split transaction is subject to tax.
Transaction Line Unit Price	27	The per-unit price of each item purchased in a transaction line item.
Transaction Line Units	22	The number of items purchased in a transaction line item.
Under Tolerance %	17	The percentage of the Payable Total (Total Order Amount) that the Included Total must reach in order for the payable to be considered fulfilled. Also known as Fulfillment Tolerance.
User ID	40	The unique identifier associated with a user in PaymentNet.
Waiting For Approval	20	An indicator showing whether or not a transaction is still waiting for approval from the cardholder’s manager or transaction approver.
Waiting For Review	18	An indicator showing whether or not a transaction must be reviewed by the cardholder.
Women Owned Business	35	An indicator showing whether or not the merchant involved in the transaction is registered as woman-owned.
Custom Fields	Dynamic; based on custom field properties	Custom fields will appear in the list with the names they were given when created. Custom fields are available for the following modules: Account, Employee, Merchant, Merchant Category Code, Payable, and Transaction.

Mapper Criteria and Transaction Editing Options
Mapper Scheduling Method	Mark Transactions as Exported	Automatically mark mapper as successful	Option to Edit Transaction Data
Mapper is scheduled to run automatically.	When the mapper is configured, this check box is selected. This check box, along with the Schedule to run automatically check box, activates the Automatically mark mapper as successful check box.	When the mapper is configured, this check box is selected.	Once the mapper automatically runs, the transactions included in the mapper file are marked as Exported and cannot be modified.
Mapper is scheduled to run automatically.	When the mapper is configured, this check box is not selected.	This check box does not display.	Once you run the mapper, you must change the mapper file status to Unsuccessful before you can unlock the transactions for editing and run the mapper again.
Mapper is run manually.	When the mapper is configured, this check box is selected. This check box activates the Automatically mark mapper as successful check box.	When the mapper is configured, this check box is selected.	Once the mapper automatically runs, the transactions included in the mapper file are marked as Exported and cannot be modified.
Mapper is run manually.	When the mapper is configured, this check box is not selected.	This check box does not display.	Once you run the mapper, you must change the mapper file status to Unsuccessful before you can unlock the transactions for editing and run the mapper again.