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Applying ERP Vendor rules
Updated 9 months ago

Overview

ERP Vendor Mapping Rules is a powerful automation feature in Mysa that streamlines your accounting workflow by automatically connecting vendors between Mysa and your ERP system. Once configured, this feature eliminates manual data entry and reduces errors in your bill processing workflow.

ERP Vendor Mapping Rules create automatic connections between vendors in your Mysa system and corresponding vendors in your ERP software. When a rule is established, all future bills from that vendor will automatically populate with the correct ERP vendor information, requiring only a quick review before submission.

Benefits

Eliminates manual data entry - No more selecting vendors for each bill

Reduces human error - Automatic mapping ensures accuracy

Saves time - Bills move directly to "Need Review" with pre-populated fields

Streamlines workflow - Focus on reviewing rather than data entry

Viewing All Vendor ERP Rules

You can view and manage all your existing vendor mapping rules from a centralized location in Mysa.

How to Access Your Rules

  1. Click on Settings in the top right corner og the Accountings Tab

  2. Navigate to the ERP Vendor tab

  3. All your created vendor mapping rules will be displayed here

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How to Create ERP Vendor Mapping Rules

Vendor Rules can be created from 3 different touch points.

  1. While adding any vendor in Mysa

  2. From the ERP Vendor dropdown in Accounting > Needs review tab

  3. From Accounting settings -> ERP Vendor Rules tab

1. While Vendor Creation

While adding a vendor in Mysa, the last step in the Vendor creation is Mapping the vendor in ERP. once the vendor is added there are 2 options

  1. Create a new Vendor in ERP: If the vendor does not exist in the ERP then Mysa will create and Map the vendor to the ERP.
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  2. Map an Existing vendor in ERP: If the vendor exists in the ERP then that can be mapped to the new created vendor

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2. From Accounting Settings

Create New Rule

While on accounting tab, the ERP rules can be created on from the accounting settings.

  1. Click on Settings in the top right corner

  2. In the ERP vendor rules tab, click on + Create new and select Create New Rule

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  1. Select the Mysa vendor that needs to be mapped in the ERP with the ERP vendor.

  2. Click on Map

Create new Vendor In ERP

Alternatively, you can create a new vendor in the ERP and subsequenty create a rule against it. Here's how:

  1. Click on Settings in the top right corner

  2. In the ERP vendor rules tab, click on + Create new and select Create New Vendor

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  3. Choose your Mysa Vendor from the dropdown

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  4. Click Create

  5. The Mysa vendor will be automatically synced with your accounting tool and the rule will be automatically created.

  6. Q: What does 'Apply this rule to all existing entries under review' mean?

    1. If checked the newly created rule will be applicable to all the entries on this vendor

3. From Table view

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Managing Existing Rules

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Editing Rules

1. Go to Settings → ERP Vendor Rules

2. Find the rule you want to modify

3. Click the three dots (⋯) next to the vendor mapping

4. Select Edit

5. Make your changes and save

Deleting Rules

1. Navigate to the rule in Settings → ERP Vendor Rules

2. Click the three dots (⋯) next to the vendor mapping

3. Select Delete

4. Confirm the deletion

Understanding Unmapped Vendors

Unmapped Section: This area displays Mysa vendors that haven't been connected to any ERP vendors yet. These vendors will require manual selection during bill processing until a mapping rule is created.

Workflow After Setting Up Rules

1. Bill Upload: Upload your bill to Mysa as usual

2. Automatic Processing: Mysa automatically identifies the vendor and applies the mapping

3. Review Tab: Bill appears in "Need Review" with vendor information pre-populated

4. Quick Review: Simply verify the details and submit

Best Practices

Set up rules proactively - Create mappings for your most frequent vendors first

Consistent naming - Ensure vendor names in your ERP match your mapping selections

Troubleshooting

Q: My vendor isn't appearing in the ERP Vendor dropdown

A: Ensure the vendor exists in your connected ERP system and that the ERP sync is functioning properly. If the vendor is not showing up in the list of ERP Vendor in Mysa, kindly contact support as Mysa support will help map it.

Q: Bills aren't auto-mapping even with rules created

A: Check that the vendor name on the bill matches exactly with the Mysa vendor in your rule.

Q: Can I map multiple Mysa vendors to one ERP vendor?

A: Yes, this is useful when you have variations of the same vendor name that should map to one ERP entry.

Q: I created a new vendor in ERP, it is not showing up in Mysa?

A: If a new vendor/Ledger is created in your ERP directly, it has to be manually mapped to Mysa. For now please reach out to Mysa support and we will help you create and map the vendor in Mysa from your ERP.

For Tally

Please get in touch with Mysa Support team to vendor mapping in Tally

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