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Set up expense users

  • 4 min.

Users submit expenses through Continia's Expense Mobile App or Expense Portal. This means that unless a user also needs approving or admin functions, then they don't need access to Business Central. Therefore it's possible to set up an unlimited number of expense users without having to purchase extra Business Central licenses.

To configure each expense user so that they can submit expenses, follow these steps:

  1. Use the search function to navigate to Continia User Setup.

  2. Select New.

  3. Fill in the fields Continia User ID. If the expense user doesn't have a Business Central license, do not use the lookup function in the User ID field. Instead, manually type in a meaningful new user ID that doesn't already exist in Business Central.

  4. In the Expense Management FastTab, configure the settings:

    • enable Expense User so that the user can submit documents through the Expense Mobile App or Expense Portal
    • enter an Approver Name to specify which user will approve the user's submitted documents
    • select an Expense User Group if you have set up an appropriate one, from which the user inherits settings such as payment types and reimbursement methods
    • enter a Vendor No. and/or Employee No. to specify a configuration for posting
Continia expense user user setup

Setting up a vendor and/or employee for each expense user allows you to reimburse expense users directly from Business Central. For more details on creating vendors and employees, see the Microsoft articles Register New Vendors and Register Employees.

Note

If an expense user has both a Vendor No. and an Employee No., the financial entries will only be posted on the Employee No. as employee ledger entries.

Activate and notify new users

After you've set up new expense users, it's time to activate them in the Expense Mobile App and Expense Portal. On the on the Continia User Setup page, the Export Users action automatically sends an email with an activation link to new users.

Export users from Continia user list EM

Important

You must set up an email account in Business Central before exporting users. Expense Management will use the default email account to send a welcome email to all new expense users. See the Microsoft article Set Up Email for more information.

The activation link sent to new users will take them to a page where they can set a password for the Expense Portal and the Expense Mobile App.

Actication email to expense user

Video

Watch the video about setting up setting up users with the different functions for admin, approval and submitting expenses.