Expense User Setup for Expense Management
In order to start expense work flows, you need to set up expense users. This is done on the Continia User Setup page, where you also define a number of settings for the expense user, such as expense user group and document visibility.
Note
The Continia User Setup is also relevant for Continia Document Capture. For more information, see Continia User Setup for Approvals.
Setting up expense users
To create an expense user for Expense Management, follow these steps:
- Choose the
icon, enter Continia User Setup, and choose the related link. - On the action bar, select New, and fill in the fields as described in the following table.
| Field | Description |
|---|---|
| Name | Expense users who are not also approvers don't have to be Business Central users. The system checks if the user is a Business Central user, and if not, asks if you want to add this user regardless. |
| Enter the email for the expense user if it's not filled out automatically. | |
| Expense User | When this is enabled, users can create expenses and other documents defined in the Expense Management setup. |
| Limit Document Visibility | When enabled, this user can only see the user's own documents. |
| Vendor No. | Here you set up a vendor for expense users. You can choose the vendor you have created for the employee by using the lookup button. The vendor number is used for posting, and when the user is reimbursed, the balance can be seen on this vendor. |
| Employee No. | The employee number is used for posting. If both Employee No. and Vendor No. have been filled in, Employee No. will be used. |
| Expense User Group | In this field, you define the expense user group the user belong to. |
| Expense Reminder Code | This is used when sending out reminders to expense users. |
| Approver Name | Choose the approver for the expense user. |
Exporting users
The final step of setting up expense users is to export them: On the action bar, select Export Users. This will generate and send welcome emails to newly created expense users. These emails contain a link to activating their role and creating a password as well as links to downloading the Expense App and the Expense Portal.
Note
You also have the option of signing in with your Microsoft 365 credentials, so creating a password isn't necessary.