Configure expense reports
- 4 min.
Expense Reports streamlines the approval process with one consolidated entry instead of multiple submissions. For expense users, it offers a clear overview and total across all related expenses.
Typical use cases include:
- Grouping all expenses from a business trip, such as taxis, meals, and accommodation.
- Collecting monthly project expenses in one place.
- Requiring users to submit expenses by a due date rather than one by one.
Scenario
Ester wants to set up a way her users can combine all their expenses into one single submission. Ester needs to:
- Configure her expense report set up.
- Add configured fields so expense users have the correct fields available to them.
Enabling Expense Reports
Expense Reports are included in the Essentials module of Expense Management, meaning there are no extra costs in using it. It's a simple set up follwoing the steps below.
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Navigate to the Expense Management Setup page.
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In the General FastTab, set the field Expense Report to either Mandatory or Optional. This will enable the Expense Report tab on the page.
Importante
If Expense Report is set to Mandatory, then all registrations of expenses, mileages, and per diems must be attached to an expense report.
Here you can see all the configurations available for expense reports. Some of the most commonly used fields include:
| Setting | Description |
|---|---|
| Enable Departure and Return Date/Time | Adds an extra field for Start and end date/time in the Mobile App for the expense user. This is useful for projects, periodic reports and business trips. |
| Expense Report Pre-approval | By selecting Optional or Mandatory, an extra Pre-approval Amount field becomes available in the Expense Mobile App and Expense Portal. If an expense report exceeds this amount, a comment is added in Business Central. |
| Posting Grouping Method | By default, each document submitted is posted according the the expense type. However, you can select instead to group all submitted documents in an expense report as a single entry. |
Adding additional field codes
Adding any extra fields to an expense report, such as a project number or task number?
You can do this under Configured Fields. If you have added the same configured field to the expense, per diem, and mileage document types, then the field value in the expense report will be inherited for all the documents added to the expense report.
You can read more on Setting up Fields in Continia Docs.