After you have connected Trelica to a finance system or imported spend transactions manually, Trelica attempts to map each transaction to an app. The spend information displayed on each app page is based on these mappings.
You can view the transaction mappings that Trelica has defined and make changes to these mappings from the Transactions list.
We recommend reviewing the list of default mappings and confirming or amending them as required shortly after you first connect Trelica to a finance system or import spend data from a spreadsheet. This helps to ensure that the spend data displayed in the Apps inventory is accurate. You can also exclude any non-app related spend that has been imported.
Once you have completed the initial review of transaction mappings, we recommend reviewing the list periodically to confirm or amend transactions for newly discovered apps.
Confirm transaction mappings
To review and confirm transaction mappings:
- From the Spend dashboard, expand the context menu and select View transactions. The Transactions list is displayed.
- Select the To review filter. Only unconfirmed transactions are displayed.
- Select a transaction to view the details, including any suggested mapping that Trelica has applied.
- Click Confirm to confirm the mapping and apply the rule to any similar transactions, both now and in the future.
Change transaction mappings
When Trelica maps transactions to an app, it also creates rules so that the same logic is applied consistently to any data imported in the future.
If the mapping suggested by Trelica is incorrect, you can either:
- Click Unmatch to clear the mapping. You can choose whether to delete the associated rule and remove the mapping for similar transactions as well. The transactions remain available in Trelica, but are no longer associated with a particular app.
- Alternatively, click Edit rule and change the mapping rule as required. Trelica automatically applies the rule to other transactions as appropriate and the spend is associated with the relevant app.
For example, in this case Trelica has incorrectly mapped a transaction described as "LinkedIn - LinkedIn SalesNavigator subscription" to LinkedIn, rather than to LinkedIn Sales Navigator. You can either edit the rule to correct the mapping, or unmatch the transaction and apply a new mapping at a later date.
Set transaction rule priorities
If you are paying for two apps with similar descriptions, such as Salesforce and Druva inSync Salesforce Sandbox or LinkedIn and LinkedIn Sales Navigator, there's a risk that a mapping rule for one app will be incorrectly applied to the other.
For example, imagine you have the following mapping rules:
- If source description contains "Salesforce" then set transaction status to "matched" and set application to "Salesforce".
- If source description contains "Druva inSync Salesforce Sandbox" then set transaction status to "matched" and set application to "Druva inSync Salesforce Sandbox".
To avoid Druva inSync Salesforce Sandbox transactions from being mapped to the Salesforce app, the second rule needs to be applied first.
You can achieve this by changing the spend rule priorities:
- From the Transactions list context menu, select Spend rules. By default, all rules have the lowest priority (100).
- Identify the rule you want to apply first, expand the context menu and select Edit priority.
- Enter a new value. The lower the number, the higher the priority. Click Save.
- Ensure the priority of the rule you want to apply second is set to a higher value. Trelica applies the mapping rules in priority order each time new transactions are imported.
Exclude spend transactions
When you connect Trelica to a finance system, you specify the account codes that you want to import. Despite this, non-app data is sometimes sent to Trelica.
To exclude a single transaction, click Unmatch to remove the current app mapping (if applicable) and then click Exclude.
To prevent unnecessary data from being recorded in Trelica in future, you can set up a rule to exclude transactions based on the description, cost center, or details contained in the notes field (including vendor name).
Next steps
Once you have confirmed transaction mappings, you can start analyzing your SaaS spend using the Spend dashboard and the "Spend" tab of individual app profiles. For more information, see Analyze your SaaS spend.
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