Support, Testversionen und Installation

This section introduces the key steps to begin working with Continia Expense Management. While later units walk you through core features and workflows, the steps below help you prepare your environment and ensure users have the access they need.

1. Trials and installation

You can trial a live version of Expense Management for a 30 day period, or until you have created the limit of Continia Expense Mobile App users. You can follow the instructions on how to activate a trail on our Docs page, Sign up for a trial.

When you're ready to proceed with a full installation, contact your existing Microsoft Dynamics 365 Business Central partner. For more information, see Finding a Reseller of Continia Expense Management. Your business central partner will also assist with activation.

2. Set up Permissions

When Expense Management is installed, Business Central receives a broad range of new features. These features aren't available to standard users by default. The three main categories for inital set up are:

• System administrators (SUPER) automatically have full access, including Expense Management.
• Standard users need assigned permission sets to use Expense Management features.
• Expense submitters don’t require special permissions—they can create and submit expenses without additional configuration.

These built in permission sets are created when installing Expense Management. Typically, IT administrators set up user permissions during the installation process.

After accounting managers have been assigned full access to Expense Management and all of its features, you can always create new permission sets and user groups, customized to the needs of your company. This is a standard Business Central process. See the Microsoft article Assign Permissions to Users and User Groups.

3. Use Roles and Cue groups

Expense Management adds two new roles to My Settings in Business Central. These roles appear when the user has the necessary permissions:

• Continia Expense Management
• Continia Expense Management Limited

These two new roles in Business Central have special Continia Expense Management Activities cue groups in their role centers. The existing roles of Accountant, Business Manager and Business Manager Evaluation also have these cue groups added and they include:

• Expense type documents so you can jump straight to newly submitted expenses, mileages, per diems and expense reports.
• Activity cues for different tasks such as bank transactions, purchase contract reviews, and synchronization between Business Central and the Expense Management Mobile App and Web Portal.

4. Set up document logging and archive

Expense Management gives an overview of the flow of each document, including registering, approval. However, there are two options for archiving a more detailed flow for each document, including:

• When the document was received.
• If attachments were added or removed.
• If the document was discarded due to a duplicate ID.
• Matching or unmatching of the expenses against transactions.

Open Expense Management Setup and locate the Secure Archive and Logging FastTab and choose one or both options:

• Document Activity Logging.
• Enable Secure Archive (with configurable archive period).

You can also enable an option to generate signed PDF attachments for all documents.

For a full description of what is included in document logging, see our Secure Archive docs article.