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Set up expense user groups

  • 2 Min.

Before adding users to Expense Management, start by creating expense user groups. This lets you apply the same settings to many users at once, saving you from setting things up individually for each person.

Scenario

Ester from Cronus is ready to set up her UK sales team as expense users, however, to save her time, she initially sets up a user group with some shared settings. Let’s see how she does this.

  1. Navigate to Expense User Groups.
  2. Select New.
  3. Fill in a meaningful Code and Description for the user group.
  4. On the action menu, select Continia Users Default Setup.
  5. Select New.
  6. Here you can also set up and apply the reimbursement methods that suit your company and users. You can also choose different reimbursement methods for the different expense types.

You can choose between the following reimbursement methods:

MethodDescription
Internal (On User)Users will be reimbursed from inside Business Central, with a direct payment to each user’s account: Vendor or Employee.
External SystemUsers will be reimbursed in an external payroll system. If integration exists with this payroll system, the account will be validated before posting.
BothThe 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.

Select payment types

You’ll need to set up payment types in Expense Management. Payment types allow you to set up different posting rules and processes depending on how the expenses were paid for.

You can also differentiate payment types among users and groups of users.