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Set up expense admin and approval functions

  • 3 Min.

What are the different functions for an organization to set up their users?

Depending on the responsibilities within your organization, users can be assigned different combinations of functions in Expense Management:

• Admin only for example, IT helpdesk staff who configure permissions for other users.

• Approval only for example, a payroll officer who approves mileage and per diem claims.

• Admin + approval for example, a HR manager who adds new users and approves expenses for their team.

• Admin + approval + expense user for example, a CFO who audits expenses, approves claims, and submits their own documents.

This unit focuses on configuring admin and approval functions. The next units covers how to set up expense users.

Tipp

Before adding a set of users, we recommend going to Expense Management Setup page and open the Email FastTab and under Welcome Email you can update your policy to send automatically

Configure Approver functions

Approvers are assigned expenses to review and approve.

This is often organized by seniority. If an expense exceeds an approver’s limit, the approval request escalates automatically to the next senior approver, repeating until it reaches someone with the authority to approve the full amount of the expense.

Take a tour in the solution

You’re working as a company admin, at the demonstration company, Cronus. Cronus has just implemented Continia expense management and you need to assign a user as an approver.

The following steps are covered:

  • Opening the Continia User set up card for an individual user.
  • Using the expense management FastTab to configure an approvers expense settings.
  • Applying an approver and an approval limit.

Wichtig

Make sure that the senior approver has a higher approval limit than the one you are setting up for the lower-level approver.

Configure admin functions

The initial administrator account, created by the Continia partner, serves as the primary admin but the main administrator will be added during implementation. Below are the steps needed to configure an admin permission set.

EM set up admin gif

To configure a user with admin privileges,follow these steps:

  1. Search and select Continia User Setup.
  2. Click on New.
  3. Fill in the fields Continia User ID, select the 3 dots to open the list of existing Business Central users. This ensures that the new Continia admin user is linked to their existing Business Central user.
  4. In the General FastTab, toggle Approval Administrator.
  5. In the Expense Management FastTab, select Can Edit Approved Documents.

Wichtig

You must have at least one approver with unlimited approval so that an expense doesn't get stuck in an approval flow because no one has the necessary approval limit to approve it.