Setting Up Fields

  • 01/03/2022
  • 5 minutes to read

With Expense Management, you can easily configure the fields relevant to your organization when creating expenses, mileages, per diems, and expense reports. For each document type, it’s possible to define what fields are visible to expense users in the Expense App and the Expense Portal.

Note

The order of the fields as defined by you will be the same order in which the fields are displayed in the Expense App and the Expense Portal.

To specify the visibility of fields:

  1. Select the Search icon, enter Configured Fields, and then select the related link.
  2. The Configured Fields page opens, displaying the fields visible to expense users by default. To select the type of expense document – meaning per diem, mileage, expense, or expense report – you want to configure, select Actions on the action bar, and then select the relevant expense document. You may have to select More options to see Actions on the action bar.
  3. On the Fields on Header FastTab, select Manage > New Line to add a new field.
  4. To delete a field, select the relevant field and then select Manage > Delete Line.
  5. To hide any of the fields by default, select the checkbox(es) in the Hide visibility by default column.
  6. To make any of the fields editable, select the checkbox(es) in the Editable column.
  7. Select the checkbox(es) in the Mandatory column to make any fields mandatory.
  8. The fields you configure will only be visible in the Continia Expense App or the Continia Expense Portal once you synchronize with Continia Online.

Tip

If the Mandatory box is not ticked in the Description line, then the text from the expense type is copied to the Description field in the Expense App and the Expense Portal.

Setting up user-defined field types

The Expense Management assisted setup downloads a wide range of field types that can be used in the most common scenarios, though you might also want to add even more field types to support your specific business cases. The standard configuration provides a large selection of the most common fields, but you can also configure new fields yourself.

To set up a new field type, follow these steps:

  1. Select the Search icon, enter Configured Fields, and then select the related link.
  2. Under Field Code, select the first available line, then select Select from the full list.
  3. On the action bar, select New.
  4. On the Field Type Card page, add the Code and Description for your new field type and select the Data Type. The data type you select affects the field dependencies options for the field type. For example, if you require the field type to have a value, you can only use the data types Option and Code.
  5. Synchronize with Continia Online. The fields you configure to be visible will only be visible in the Continia Expense App or the Continia Expense Portal once you’ve synchronized with Continia Online.

Note

Adding a new field type doesn't change anything in the system. The field must be added to Configured Fields or Custom Fields. Custom Fields from the Expense Management Setup will be visible and can be configured on the main pages for each document in Business Central.

Custom fields in the Web Approval Portal

If you're using the Web Approval Portal, you can see how to enable custom fields for it in Customizing the Web Approval Portal.