Set up expense users

How do you set up to optimize for the expense user?

What are the right configurations so expenses are posted correctly?

Users submit expenses through the Continia Expense Mobile App or the web-based Expense Portal. Only admins or approvers will require access to Business Central.

Take a tour in the solution

In this scenario, you’re working as a company admin, at the demonstration company, Cronus. Cronus now is at the point where they are ready to add their employees as Expense Management users. You need add an expense user, select their group and ensure the expense posting configurations are set.

To configure each expense user so that they can submit expenses, use the following steps:

1. Navigate to the Continia User Setup page.

2. Select New.

3. Fill in the fields in the Continia User ID section. 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 web-based 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.

Activate and notify new users

After you have added your expense users, you activate them in the Expense Portal and Expense Mobile App by exporting the users. Go to Continia User Setup page and select Actions --> Export Users.

You also have the option to send the welcome email manually and select whether you wish to either:

• Send/resend to selected users
• Send the welcome mail to all users who have not received it.