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Main Features

  • 5 min.

Expense Management CueGroups

After installing Expense Management two new roles are added to the Available Roles in users My Settings. If users have the necessary permissions, these two roles will appear in the list of available roles.

  • Continia Expense Management
  • Continia Expense Management limited

These two new roles in Business Central have special Continia Expense Management Activities cue groups in their role centers. The existing roles of Accountant, Business Manager and Business Manager Evaluation also have these cue groups added. The Expense Management cue groups include:

  • Expense document cues so you can jump straight to newly submitted expenses, mileages, per diems and expense reports.
  • Activity cues for different tasks such as bank transactions, purchase contract reviews, and synchronization between Business Central and the Expense Management Mobile App and Web Portal.
Role Center_Continia Expense Management

Mobile App and Expense Portal

Some user categories do not need access to settings and configurations, but only need to submit and/or approve expenses. For these users, Expense Management includes:

  • The Mobile App for collecting and scanning receipts and invoices, creating and submitting a range of expense types.
  • The Web Expense Portal for users to approve expenses submitted by other users, and also to create and submit their own expenses.

In this course, the module, Set up users in Expense Management covers setting up the different user categories as groups or individuals, specifying how they are reimbursed, and notifying users with an activation link to start using Expense Management.

Expenses, mileages, per diems

Expense Management includes four main expense documents.

  • Expenses, including general expenses such as dining, office materials or public transport.
  • Mileages, for reimbursing users for the use of a vehicle.
  • Per diems, to allow expense submissions for fixed daily amounts during business travel.
  • Expense reports, to collect together a number of expenses of various types, so that approvers can review these as a collection that relates to one event or project.

In this course, each of these four expense documents are covered in a separate module.

Approval flows

Expense Management's approval feature allows automatic requests for approval of expenses, and creates audit trails for approval interactions.

Approvers are set up in a heirachy, with an approval limit specified for each approver. Any expense submissions above this limit are automatically sent to a senior colleague.

In this course, setting up approver structures and approval limits is covered in the module, Build and approval flow in Expense Management.

Daily administration tasks

Administration of the day-to-day use of Expense Management includes a range of tasks, such as:

  • Managing and editing approval flows
  • Posting approved submissions to general ledger accounts
  • Sending reminder emails to expense users and approvers
  • Setting up automation of recurring tasks such as posting, sending reminders, and synchronizing with the Mobile App and Web Expense Portal
  • Processing reimbursements
  • Adjusting the available fields on the Mobile App

In this course, the module, Manage daily administration tasks in Expense Management covers these features for administrators and accountants.

Importing credit card transactions

Automatically importing credit card transactions into Expense Management can greatly improve processes for users, approvers and admins. New expenses can be created from transaction information that is imported, or existing expenses can be matched with transactions that are imported at a later time. Handy features include:

  • Configuration of which payment types are available to users
  • Setting up automatic or manual import of transactions
  • Setting up templates for manually importing transaction
  • Linking specific credit cards to users
  • Mapping the format of currency and country or region codes from banks to Business Central

In this course, the module, Create mapping rules, addressing setting up Expense Management to make the most out of credit card transaction information.