Set up expense user groups
- 5 min.
Before setting up users in Expense Management, it's recommended that you create expense user groups. You can use expense user groups as an easy method of assigning identical settings to a number of users instead of having to define these settings for each of them individually.
For each user groups you can set up default settings that users will inherit, for example:
- Reimbursement Methods set up different groups to be reimbursed for their expenses in different ways.
- Make only some Payment Types available for group members, such as corporate credit card payments or petty cash.
- Make only some Expense Types as available on the Expense Mobile App or Expense Portal. This will be covered in the following units about expenses, mileages and per diems.
- Posting Setup so that expenses from different groups are posted in different ways. This will be covered in the following units about expenses, mileages and per diems.
To create an expense user group for Expense Management, follow these steps:
Use the search function to navigate to Expense User Groups.
Select New.
Fill in a meaningful Code and Description for the user group (for example Code = 'SALESREP_UK' and Description = 'Sales Representatives UK').
Reimbursement methods
You're recommended to set up reimbursement methods on the user groups straight away, which allows you to define through which system expense users are reimbursed: Through Business Central or an external payroll system. The reimbursement method also defines whether transactions are posted in Business Central or in an external payroll system, or both.
You can choose between the following reimbursement methods:
| Method | Description |
|---|---|
| Internal (On User) | Users will be reimbursed from inside Business Central, with a direct payment to each user’s account: Vendor or Employee. |
| External System | Users will be reimbursed in an external payroll system. If integration exists with this payroll system, the account will be validated before posting. |
| Both | The reimbursable amount will be posted in Business Central, but it will still appear as not reimbursed, meaning you will have to manually mark it as reimbursed. |
To set up a reimbursement method, follow these steps:
Use the search function to navigate to Continia Users Default Setup.
Select New.
Now set up the reimbursement methods that suit your company and users the best. You can choose different reimbursement methods for the different expense types.
Payment types
In Expense Management, you must set up one or several payment types for your expense users to choose from. Payment types allow you to:
- Set up different posting rules and processes depending on how the expenses were paid for
- Easily keep track of different types of expenses
- Configure and assign different payment types to users and groups of users
You can assign payment types from the Continia Users Default Setup page, at the same time as you create Expense User Groups.
By default, the payment type Cash/Private Card is available for expense users when submitting expenses. You have the option of assigning multiple payment types to each user, such as credit cards or different types of cash payments, giving you full payment flexibility. If your company uses corporate credit cards, these can be added as extra payment types.
Note
Setting up Credit Card payment types is covered in the module, Import Credit Card Transactions.
Expense Management also provides special icons you can assign to your payment types for display in the Expense Mobile App and Expense Portal.